Executive Assistant and Marketing Assistant (full time, salary £45,000-50,000pa depending on experience)

Largely remote with occasional travel to the company site at Reading as needed but must be UK-based, no applications outside of the UK will be considered

Dr Nina Fuller-Shavel is seeking a highly experienced Executive Assistant (EA) to provide comprehensive administrative and operational support across multiple work streams, as well as supporting marketing and communications activities. The ideal candidate will have a strong background in high-level EA responsibilities, exceptional organisational skills and attention to detail, and proficiency with key digital tools, as well as either proven experience in marketing (including social media) or willingness to learn. Experience in healthcare roles (either in previous jobs or supporting healthcare executives) is highly desirable.

Key Responsibilities

Dr Nina Fuller-Shavel Ltd

• Intensive inbox and diary management with professional and some personal tasks, triaging emails
• Travel booking and coordination for conferences and events
• Proactively curate monthly newsletters for both Dr Nina Fuller-Shavel and the Synthesis Clinic
• Website updates in Squarespace for Dr Nina Fuller-Shavel and Synthesis Clinic with prior approval
• Support marketing activities for Dr Nina Fuller-Shavel
• Support Dr Nina Fuller-Shavel’s conference, event, and podcast appearances and event planning overall
• Manage teaching courses updates including:
• Managing course curriculum content and in Thinkific
• Student onboarding administration
• Updating website with new course information and enrolment links
• Create and send student certificates using Canva templates
• Manage course Facebook communities, including posting reminders and curating Q&A sessions
• Create marketing artwork in Canva:
• website updates
• social media
• Conferences
• Conference & event administration support for an upcoming SIO Europe conference in Oxford, including:
• Website updates (Squarespace)
• Maintaining attendee records
• Supporting marketing efforts (Canva)
• Assisting organisers with administrative tasks
• Liaison with the clinic coordinators at Synthesis Clinic and personal housekeeper for coordination as needed

The Hale Estate Berkshire Ltd

• Basic bookkeeping and expense reconciliation in FreeAgent, working with the Estate Manager
• Coordination of events and other activities at the estate as needed, from branding to community actions and volunteering opportunities

National Centre for Integrative Oncology (NCIO) charity

• Scheduling and coordination of NCIO monthly trustee board meetings and other meetings as needed
• Executive assistant support for Dr Nina Fuller-Shavel’s activities as the Charity CEO - full spectrum support from meetings and interviews to website and communications management

Oncio CIC/the Oncio app

• CMS updates and adding monthly charity sessions for partner organizations
• Contributor onboarding and uploading program content to the CMS
• Designing social media graphics in Canva
• Inbox management
• Liaison with the technical development team for app user support and programming of updates and other changes

Synthesis Clinic

• Working alongside the Practice Manager and Dr Fuller-Shavel as the Director
• Regular and proactive liaison with the senior clinic coordinator to balance the clinical and non-clinical diaries seamlessly
• Monthly Mailchimp newsletter management
• Canva artwork for social media and post drafting working alongside expert members of the clinic team, scheduling following Director approval
• Regular website updates

Required Skills & Experience

• Proven experience as a high-level EA, managing multiple priorities simultaneously
• Proficiency in:
• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Trello (for task and project management)
• Squarespace (website updates)
• Thinkific (course management)
• Canva (graphic design)
• Social media platforms (LinkedIn, IG, FB primarily)
• Flodesk & Mailchimp (email marketing)
• FreeAgent (basic bookkeeping and expense reconciliation)
• CMS systems (content updates)
• Very strong attention to detail and ability to work independently
• Excellent communication and time-management skills
• Experience with event coordination and conference administration, fundraising and/or PR is a plus

Role Details

• Full-time with 6 month probation period - usual hours are Monday to Friday 9am to 5pm but flexible around family commitments (provided timely responses are achieved for task management). Occasional 'on call' times during international travel for troubleshooting.
• Hybrid with largely remote work, occasional travel to Berkshire (nr Reading) and travel for events/conferences
• Must have capacity and a diverse range of skills to work collaboratively across multiple projects and teams
• Efficiency and a very high level of attention to detail are essential.

If you are a proactive, tech-savvy, detail-oriented and highly organised EA looking for a dynamic role supporting multiple projects, we’d love to hear from you!

Please note that due to Dr Fuller-Shavel’s busy schedule interviews may need to be held during the evenings or earlier in the morning before 9am.