adminFull job description
Overview
We are seeking a highly organised, discreet and proactive Virtual Executive Assistant to provide executive and administrative support to the Director in their capacity as Director of the business.
This is a full-time, permanent, fully remote role supporting a growing med-tech startup, with responsibility for executive administration, complex case and litigation management, financial administration (including VAT support), and coordination with professional advisers. The role is suited to an experienced EA or senior administrator who enjoys building order from complexity, creating robust systems, and working independently with a high degree of trust.
Key Responsibilities
Executive, Diary & Case Administration
- Full diary management, including scheduling, prioritising and coordinating business, professional and statutory appointments
- Managing and maintaining calendars, schedules and meeting arrangements
- Handling and prioritising email correspondence
- Acting as a professional first point of contact by telephone, managing inbound and outbound calls with confidence and discretion
- Coordinating and tracking a complex litigation and regulatory case, ensuring documentation is accurately filed, organised and retrievable
- Organising, cataloguing and maintaining medical reports, correspondence and supporting evidence relating to ongoing legal and regulatory matters
- Liaising professionally by phone and email with solicitors, insurers, medical providers, regulators and other advisers
- Monitoring deadlines, correspondence and action points related to litigation and associated matters
- Preparing and collating documentation for legal, medical and regulatory submissions
Digital Filing & Systems Ownership
- Creating and owning end-to-end digital filing structures for litigation, medical, financial and business documentation
- Designing, implementing and maintaining structured digital filing systems, ensuring documents are consistently indexed, searchable and audit-ready
- Establishing clear naming conventions, version control and logical folder structures
- Maintaining filing discipline across all incoming and outgoing documentation
Financial & Business Administration
- Bookkeeping and financial administration using QuickBooks (essential)
- Preparing and maintaining records to support VAT returns and accountant queries
- Maintaining accurate financial records and reconciliations
- Strong use of Excel for tracking, schedules, reconciliation and reporting
General Executive Support
- Preparing reports, summaries, presentations and business documents
- Supporting ongoing administrative and operational projects to ensure efficiency
Business & Startup Support (Desirable)
- Providing administrative and coordination support within a med-tech startup environment
- Assisting with the preparation, formatting and organisation of investment pitch decks and supporting materials
- Supporting documentation and research for business plans, funding applications and investor communications
- Assisting with light marketing and communications administration, such as coordinating content, updating materials or liaising with external providers
- Maintaining version control and organisation of investor and business-planning documentation
Requirements
- Proven experience as an Executive Assistant, Senior Administrator or similar role
- Strong QuickBooks experience (essential)
- Strong Excel skills (essential)
- Demonstrated experience with complex diary management
- Excellent telephone manner and confidence handling sensitive conversations
- Clear experience creating and managing digital filing systems, not just maintaining them
- Experience handling complex, document-heavy or case-based administration
- Excellent organisational skills and attention to detail
- Clear, professional written and verbal communication
- High level of discretion and comfort handling confidential and sensitive information
- Ability to work independently with minimal supervision in a remote setting
- Reliable internet connection and suitable home office setup
- UK-based with the right to work in the UK
Working Arrangement
- Full-time, permanent position
- 40 hours per week
- Fully remote
- Flexible working hours within agreed core availability
Why this role
- Long-term, stable role supporting a single principal
- High-trust position with genuine ownership and autonomy
- Meaningful responsibility for litigation, medical and business documentation
- Exposure to med-tech startup operations and investor processes
- Opportunity to create structure and systems that genuinely matter
Job Types: Full-time, Permanent, Fixed term contract
Contract length: 12 months
Pay: £25,000.00-£28,000.00 per year
Benefits:
- Company pension
- Flexitime
- Work from home
Work Location: Remote
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