- Posted 3 days ago
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Job Description
What's the purpose of the role
We're looking for an Executive Assistant to be the right hand of our Head of People Experience, keeping the PX engine running so that the bigger work (OKRs, change programmes, reward, talent) actually lands.
PX here supports around 50 people and you'll own the admin, the diary, support the candidate experience and the follow-through and in doing so, you'll get a front-row seat to how a modern, product-minded People Experience function is built from the ground up.
What impact will you have
Within your first few months, every candidate who interviews with us will have a smooth, warm and well-organised experience. PX admin will run on clear, documented rhythms rather than memory, deadlines across the business (from OKR updates to PDPs and training completions) will be met because you've made it easy (and just a little bit unavoidable) for people to get them done.
Executive support
- Manage the Head of PX's diary: protect focus time, prioritise requests and make sure meetings have a clear purpose and the right prep.
- Act as a trusted gatekeeper, triaging what needs the Head of PX's attention and what you can handle directly.
Candidate experience and interview scheduling
- Coordinate interviews across hiring managers diaries, booking rooms, video links and interview panels so every stage runs on time.
- Be the first, friendly point of contact for candidates — confirmations, reminders, logistics, and clear updates on what happens next.
- Keep our hiring tracker up to date so hiring managers always know where every candidate stands.
- Support offer and pre-boarding logistics so new starters feel welcomed well before day one.
PX admin and operations
- Own the day-to-day PX admin: onboarding and offboarding checklists, employee records and the PX inbox.
- Maintain our templates and SOP library, flagging where a process has drifted from how it's written down.
- Prepare documents, packs and notes for meetings, and capture actions so nothing gets lost.
Keeping things moving
- Track the deadlines PX relies on — OKR check-ins, PDPs, reviews, training completions, policy sign-offs — and follow up with the right people at the right time.
- Chase with warmth and persistence: make it easy for busy colleagues to do the thing, and escalate early when something is genuinely blocked.
- Keep simple completion reporting so we can see what's on track and where people need more support.
Supporting PX projects
- Take on workstreams within live PX projects — rolling out training, standardising job descriptions, running surveys and building out our People & Talent infrastructure.
- Coordinate logistics, research options, collate data and draft first versions that the Head of PX can shape.
- Grow into owning smaller projects end-to-end as your confidence and context build.
What will you bring to the table
- 2+ years in an EA, PA, coordinator or administrative role — ideally supporting a People, recruitment or leadership team.
- Exceptional organisation: you can juggle multiple diaries, deadlines and priorities without dropping the ball, and you notice when something is about to slip.
- Warm, confident communication in writing and in person. You're comfortable nudging a senior leader about an overdue task.
- Real discretion. You'll handle confidential people information and understand that trust is the currency of a People function.
- Confidence with everyday tools (Google Workspace or Microsoft 365, shared trackers, video calls) and a willingness to pick up new ones quickly.
- A proactive, start-up mindset — you spot what needs doing before you're asked, and you're always looking for a simpler way to do it.
If you have the following, it'll be a huge bonus
- Experience with an applicant tracking system (ATS) or HR information system (HRIS).
- Recruitment coordination or in-house talent experience.
- A habit of using automation, no-code or AI tools to cut down repetitive admin.
- An interest in building a career in People — whether that's through a CIPD qualification or learning on the job, we'd love to support you.
- Experience in a regulated environment such as healthcare, pharma or financial services.
