Personal Assistant

Job Description

About the Role

We’re looking for a highly organised and proactive Personal Assistant to support our CEO and Senior Leadership Team (SLT).

This role sits within the People & Talent team (Operations) and reports to the Director of People & Talent. You’ll work closely with the CEO and SLT on a daily basis, helping to manage priorities, coordinate activity and keep leadership operations running smoothly.

You’ll act as a central coordination point across the SLT—owning diaries, meetings, travel and logistics—while also supporting internal communications, board administration and company-wide events. Alongside this, you’ll provide light-touch office operations support, helping to maintain a well-run, organised and welcoming London Hub.

Working closely with the CEO, SLT and People Team, you’ll help ensure leadership activity is well-coordinated and effective day-to-day, while contributing to broader company operations.

We’re a scaling business with a strong operational focus, so this role requires someone who can stay organised, adapt as priorities evolve, and keep things running smoothly. You’ll be part of a collaborative, supportive team, but also trusted to take ownership, stay one step ahead and maintain a high standard in everything you do.

Role Responsibilities

CEO & SLT Support

• Proactively manage CEO and SLT diaries, scheduling and meeting coordination including coordinating internal and external meetings across multiple stakeholders and time zones.
• Manage all SLT travel arrangements and logistics, including rail, flights, accommodation and itineraries for both commuting and business travel.
• Support meeting preparation, agendas, actions and follow-up coordination, including developing a strong understanding of leadership priorities and scheduling requirements.
• Process and coordinate SLT expenses in a timely and organised manner in line with company processes and policy.
• Act as a central coordination point across the SLT to support effective leadership coordination and communication.
• Support preparation of presentations, briefing materials and leadership documentation.
• Help to ensure smooth day-to-day leadership operations and prioritisation.
• Help improve operational consistency, coordination and communication across leadership activities.
• Handle confidential and sensitive matters with professionalism and discretion.

This element of the role includes building close and strong relationships with the CEO and all SLT members to provide top quality support. Investment in understanding their needs and preferences is essential.

Internal Communications

Working closely with the People Team to support all internal communications coming from leadership:

• Support coordination of CEO communications and SLT updates across company channels and forums.
• Gather company information across operational teams to support leadership updates and communications.
• Draft and coordinate leadership communications for CEO review and distribution.
• Support internal communication for company-wide events and initiatives.
• Help to ensure internal communications are timely, clear and well-coordinated.
• Support cultural initiatives and associated communications.

Board & Governance Coordination

• Coordinate Board meetings and associated logistics.
• Support collation, coordination and quality control of Board packs including communication with contributors across the business.
• Chase and coordinate input from SLT members and wider business teams.
• Track actions and support governance follow-ups.
• Support shareholder communications and newsletters.
• Maintain high standards of organisation and confidentiality across governance activities.

Company Coordination & Events

Working closely with the People Team to support company-wide coordination and internal events, including:

• Weekly Town Halls
• Company-wide “Patchweek” and All Hands meetings (twice yearly)
• SLT offsites and other events such as SLT meet ups and socials
• Departmental away days and leadership-sponsored team events (e.g., team offsites, internal conferences)
• Company-wide meetings and engagement initiatives
• New joiner welcome events (e.g. CEO Welcome Lunch) and leadership-hosted activities

Event responsibilities may include:

• Scheduling and logistics coordination
• Venue and supplier coordination, including catering
• Travel and accommodation arrangements
• Agenda and material preparation
• Internal communications support
• Cross-functional coordination
• On-the-day operational support

Office Operations Support

Maintaining a regular in-office presence (three days per week):

• Support CEO and SLT in-person operational needs.
• Welcome SLT visitors, candidates and external stakeholders including meeting room readiness and visitor coordination.

Working closely with the People Team to:

• Help to maintain a professional, organised, fun and welcoming office environment.
• Coordinate office post, deliveries, snacks and supplies.
• Support light-touch office operational coordination and supplier management.
• Assist with occasional office-based events and logistics.
• Support Health & Safety obligations and initiatives.
• Support team wellbeing and engagement through office environment, in-person initiatives and company moments.

Requirements

Essential

• Experience in a support role working closely with senior leadership stakeholders.
• Excellent organisational and time management skills, with the ability to manage multiple priorities and meet important deadlines.
• Proven experience managing complex diaries, scheduling, travel arrangements, meetings and event coordination.
• Ability to work independently whilst also collaborating effectively across teams.
• Excellent written and verbal communication skills, with the ability to communicate professionally and confidently with stakeholders at all levels.
• Experience handling highly sensitive and confidential information with discretion and sound judgement.
• Superb operational and coordination skills.
• Eagerness to work with multiple people and be a self-starter.
• Prideful in attention to detail.
• Comfortable working in a fast-paced, scaling environment where priorities can shift quickly.
• Tech savvy and adaptable to new technologies and systems, with good administrative and data hygiene practices.

Nice to Have

• Familiarity with corporate governance and board management.
• Experience in a tech start-up/scale-up.
• Experience or knowledge of the NHS, healthcare, or healthtech industry.
• Experience or knowledge of workforce applications.
• Experience with SaaS products.

Benefits

Salary Range: £40,000-45,000

• Hybrid and flexible workplace
• Cycle Scheme
• Tech Loan Scheme
• Employee Assistance Programme (Health Assured)
• Personal Learning & Development Budget
• Flexible income options via Stream
• Dog friendly London Hub
• Vibrant and fun London Hub with unlimited refreshments & games
• Access to co-working spaces across the UK

The Small Print

We are unable to provide individual feedback on each application. If you have not heard from us within two weeks, you have not been selected for an interview. We pledge to always provide feedback to applicants who interview with us.

Patchwork is an inclusive employer, and is committed to not only meeting legal requirements and standards, but our own diversity, equality, and inclusivity policies and pledges throughout all stages of the employee lifecycle. For more information on our pledges and policies, please refer to our website or reach out to Patchwork's Talent Team.