Medical Office Administration jobs

Executive Assistant and Office Manager

Reports to: CEO

Location: London Office, 5 days a week in the office

Package: Competitive salary + annual discretionary bonus

About the Role:

We are searching for a fantastic Executive Assistant and Office Manager to join. The purpose of the role is to increase the effectiveness and productivity of the CEO and Executive Team by providing proactive, tech-savvy administrative and project support. The role combines traditional EA responsibilities with office management and a forward-thinking approach to improving business processes through technology, AI tools, and smart working practices.

About Healthxchange:

Founded in 2000, Healthxchange is the leading supplier of medical aesthetic products and services to professionals across the UK & Ireland. Healthxchange proudly partner with award-winning brands including Obagi Medical, Medik8, Jan Marini, and Jane Iredale to strategically commercialise their products in market. We currently supply over 9,000 clinics with a full range of products (Skincare, Injectables, Energy-based devices) and services (software & education) to support their 360 business needs. The company offers a dynamic environment for innovation and growth in the medical aesthetic space.

Responsibilities:

CEO & Executive Team Support

• Provide day-to-day administrative and secretarial support to the CEO as the primary point of contact, and as a secondary priority to the wider Executive Team

• Manage and coordinate the CEO's diary, scheduling meetings, calls, and travel with efficiency and sound judgement

• Assist the Executive Team with diary management, meeting scheduling, and general coordination

• Prepare briefing materials, agendas, and correspondence on behalf of the CEO

• Act as a gatekeeper for the CEO's time, prioritising requests and managing competing demands

• Support the CEO on confidential projects requiring discretion, including sensitive commercial, regulatory, or people matters, and provide lighter company secretarial support such as coordinating with external company secretaries and maintaining statutory registers

Executive Meeting Governance:

• Own the rhythm of recurring leadership meetings (weekly Exec stand-ups, monthly leadership meetings, quarterly offsites), including managing agendas, pre-reads, follow-ups, and action tracking

Technology & Process Improvement

• Identify and implement smarter ways of working, including using AI tools to improve meeting scheduling, travel booking, and other administrative workflows

• Troubleshoot lower-grade IT issues in meeting rooms and shared office spaces (e.g. video conferencing setup, display connectivity, audio problems)

• Research and recommend new tools or platforms that improve efficiency across the business

• Lead or support ad-hoc projects as delegated by the CEO, including process improvement and operational initiatives

Travel & Events

• Manage travel requests for the CEO and Executive Team, and oversee travel arrangements across the wider business, advising on cost-effective options

• Support on-the-road sales staff with ad-hoc logistical issues

• Assist with the planning, coordination, and delivery of key company events

Information & Documents

• Maintain a central register of all key policies and corporate documents

Facilities & Office Management

• Act as the London office manager, ensuring the smooth day-to-day running of the Victoria office, including supplies, cleaning, maintenance, and landlord liaison

• Own the visitor experience at the London office, including room bookings, catering, greeting clients and partners, and ensuring the right technology is set up for meetings

• Support Group-wide facilities management by centralising office administration and acting as the point of contact for facilities queries

People Team Support

• Provide cover for the People Team Coordinator during periods of annual leave, handling onboarding and offboarding processes and preparing employment offer documentation

• Support the smooth arrival of new starters in the London office, ensuring desks are ready, IT is set up, and introductions are scheduled

Requirements:

• Experience working as an EA, PA, or in a similar support role, ideally within a fast-paced or tech-enabled environment

• Genuinely comfortable with technology - curious about new tools, confident troubleshooting everyday IT issues, and enthusiastic about using AI and automation to improve ways of working

• Strong organisational skills with excellent attention to detail and the ability to manage multiple live tasks with accuracy and initiative

• Excellent verbal, written, and numerical communication skills

• Sound judgement, discretion, and the ability to maintain absolute confidentiality

• Proactive and resourceful - someone who anticipates needs, takes ownership of projects, and delivers without close supervision

• Comfortable managing upwards and across a senior leadership team, including chasing Exec members for deliverables

• A commitment to providing excellent service

IT Skills

• Microsoft 365 at an intermediate to advanced level (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

• Confident using AI and emerging technologies to improve productivity, streamline administrative processes, and identify smarter ways of working, with a willingness to continuously learn and adapt to new tools.

• Able to diagnose and resolve basic AV and IT issues in meeting rooms

Benefits

Company pension, annual performance bonus, 23 days holiday plus bank holidays (and increasing with service), staff discount, staff social events, access to Health Assured EA, Birthday Off Perk.

Healthxchange is committed to creating a diverse and inclusive work environment. We are proud to be an equal opportunity employer, and we welcome and encourage applications from all qualified individuals regardless of race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability status, marital status, or any other legally protected status. All employment decisions are based on merit, qualifications, and business needs.