Executive Assistant

Sinclair is seeking an Executive Assistant to provide high-level administrative support to both the CEO and CDO, ensuring seamless coordination of business and personal matters.

This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently. Handle daily schedules, travel arrangements, event planning, and correspondence while maintaining a professional and confidential environment.

Location: 30-32 Whitfield Street, London, W1T 2RQ, London

About Sinclair

Founded in 1971, Sinclair is a global medical aesthetics organisation, that delivers an extensive product range. With an in-house commercial infrastructure, including manufacturing and a network of distributors in leading global markets, our products are sold in 55 countries worldwide.

This is a great time to join Sinclair as we continue to increase our product range and expand into new markets and territories.

Our Vision

Providing aesthetic excellence globally.

Our Mission

Driving the advancement of product quality and customer satisfaction, investing in innovation and people.

Our Values

• Act with Integrity
• Be results driven
• Embrace your winning spirit
• Stay ahead of the game
• One team, one goal

Roles and Responsibilities:

Itinerary Management:

• Coordinate and manage the CEO’s and CDO’s complex calendars, including scheduling meetings, conferences, and appointments.
• Prepare daily and weekly itineraries, ensuring alignment with priorities and minimizing scheduling conflicts.

Travel & Logistics:

• Arrange international and domestic travel, including flights, accommodation, ground transportation, and visas.
• Prepare detailed travel itineraries, ensuring all necessary documents and resources are available during travel.

Correspondence & Communication:

• Act as the first point of contact for all communications, including phone calls, emails, and visitors, filtering inquiries and responding on behalf of the CEO and CDO as appropriate.
• Draft and proofread professional correspondence and documentation.

Personal Assistance:

• Assist with personal tasks for the CEO and CDO, including managing personal appointments, events, and other non-business-related errands.
• Liaise with household staff or personal service providers, ensuring smooth management of personal affairs.

Event Planning & Coordination:

• Plan and organize business events, conferences, and social functions.
• Handle the logistical arrangements for both business and personal functions, from invitations to on-site support.

Project Management:

• Support special projects and initiatives led by the CEO and CDO, ensuring timelines and deliverables are met.
• Conduct research and compile reports, briefing materials, and presentations as needed.

Administrative Tasks:

• Prepare expense reports, reconcile credit card statements, and manage office-related administrative tasks.
• Ensure document management and filing systems are kept up to date and accessible.

Confidentiality & Discretion:

• Handle sensitive information with absolute discretion and confidentiality.
• Maintain a high level of trust and reliability in both personal and professional matters.

Essential:

• 5+ years of experience in a similar Executive Assistant role supporting senior executives, preferably within a fast-paced corporate environment.
• Bachelor’s degree preferred, but not required if extensive relevant experience can be demonstrated.
• Exceptional organizational and time-management skills.
• Strong attention to detail and the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management software.
• Ability to remain calm under pressure and manage last-minute changes.
• High degree of professionalism and confidentiality.
• Proactive, with a positive and adaptable attitude.
• Flexibility to work outside regular business hours when needed.
• Strong interpersonal skills and the ability to build relationships at all levels.

Benefits:

• 25 days annual leave (plus bank holidays)
• Bonus based on performance
• Free parking
• Opportunities for development and progression
• Company pension scheme
• Private medical insurance
• Healthcare Cash plan
• Health Screening
• Employee Assistance Programme
• Store discounts
• Tech and Cycle Scheme
• Discounted dining card
• Cycle to work scheme
• Green car scheme
• Holiday buy and sell
• Life Assurance scheme