Executive Assistant - Global COO Support & London Office Assistant

Sinclair Pharma plc; Greater London; On-site; GBP 50,000 - GBP 70,000; Full time

Job summary

A global medical aesthetics organization in London seeks an Executive Assistant to support the COO and manage the London office. This role requires extensive experience in executive support and a proactive approach to managing complex situations. Responsibilities include preparing executive materials, coordinating initiatives, and ensuring the efficiency of the office environment. The ideal candidate will exhibit strong organizational skills, professionalism, and discretion in a fast-paced environment.

Benefits

Competitive Salary & Performance Bonuses

Career Growth & Learning Opportunities

Health & Wellness Benefits

Fun Team Events & Supportive Culture

Qualifications

• Strong experience preparing executive-level presentations, reports, and briefings.
• Ability to manage complexity and support multiple priorities.
• High level of discretion, professionalism, and sound judgment.

Responsibilities

• Direct support to the COO including agenda and calendar ownership.
• Prepare executive materials for COO-led meetings.
• Act as the primary owner of the London office, managing administration.

Skills

Highly organised

Strong analytical skills

Confident communicator

Commercial awareness

Calm under pressure

Education

Proven experience as a senior Executive Assistant

Experience in medical aesthetics or healthcare

Job description

Overview

Sinclair is hiring! Join Our Team as an Executive Assistant

Executive Assistant, Global COO Support & London Office Assistant

The Executive Assistant role will support directly our global Chief Operating Officer (COO) and will act as our London Office Assistant, providing high-impact, autonomous executive support and enabling delivery across multiple operational, strategic, and cross-functional priorities. The role operates within the C-suite EA structure and takes direct, day-to-day responsibility for COO support, active coordination of deliverables, and ownership of the London office environment. This role is designed for a senior, self-sufficient EA who can manage complexity, operate with sound judgment, support the preparation of executive presentations and reports, and progress work independently in a fast-moving, international medical aesthetics business.

Role Overview: Three Core Pillars

1. Global COO Executive Support & Delivery Enablement
2. C-Suite Back-Up Support
3. London Office Ownership & Facilities Management

Responsibilities

1. Global COO Executive Support
   • Provide direct, day-to-day executive support to the COO, including agenda and calendar ownership, travel coordination, meeting preparation, and follow-up execution
   • Act as a trusted gatekeeper for the COO’s time, prioritising, sequencing, and resolving competing demands
   • Prepare, structure, and refine executive presentations, briefing materials, and reports for COO-led meetings, ExCo forums, and operational reviews
   • Support the COO across multiple concurrent initiatives, ensuring actions, deliverables, and timelines progress without the need for continuous direction
   • Coordinate cross-functional inputs (e.g. Operations, Finance, Commercial, IT) and translate them into clear, executive-ready outputs
   • Track decisions and actions, drive follow-up and closure, and escalate issues only when necessary
2. C-Suite EA
   • Provide back-up and overflow support to other C-suite EAs during absences or peak periods
   • Act as a point of reference within the EA community, supporting ways of working, communication standards, and continuous improvement
   • Support the organisation of leadership meetings, offsites, and executive events
3. London Office Ownership
   • Act as the primary owner of the London office, ensuring a professional, well-run, and efficient working environment
   • Manage day-to-day office administration and facilities matters proactively
   • Coordinate with landlords, building management, and service providers
   • Oversee office maintenance, health & safety requirements, and general workplace needs
   • Support office setup, moves, or changes as the London footprint evolves

What success looks like

• The COO’s time, priorities, and deliverables are well structured, proactively managed, and focused on high-impact outcomes
• Executive materials (presentations, reports, briefings) are clear, accurate, and decision-ready
• Multiple COO-led workstreams progress smoothly, with issues anticipated and resolved early
• The EA community operates in a coordinated, professional, and supportive manner
• The London office runs smoothly, with issues addressed proactively and minimal escalation
• Senior stakeholders experience confident, reliable, and high-quality executive support
• Experience & profile – essential
• Proven experience as a senior Executive Assistant supporting C-suite or equivalent leaders
• Demonstrated ability to operate independently, manage complexity, and support multiple priorities
• Strong experience preparing executive-level presentations, reports, and briefing materials
• High level of discretion, professionalism, and sound judgment

Experience & profile requirements

• Experience in medical aesthetics, healthcare, pharma, or similarly regulated environments
• Exposure to office management or facilities ownership
• Experience supporting executives in international, matrixed organisations

Skills & attributes

• Highly organised, proactive, and delivery-focused
• Strong analytical and structuring skills, comfortable working with data and KPIs
• Confident communicator with senior stakeholders
• Commercially aware and able to prioritise for impact
• Calm under pressure, solution-oriented, and trusted to act independently

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.

Values

• Act with Integrity Consistently doing the right thing even when it’s the hard choice; 100% compliance with all rules, standard operating procedures and guidelines
• Results-Driven Make a business impact in all you do, whether sales, efficiency, operational excellence; it should make a meaningful impact
• Innovation-Centered Redefining aesthetics, we must be pioneering in how we do business; this can be in products, in service models, or strategy
• Own It! Be accountable for your decisions, actions and consequences; be reliable to your customers and colleagues

Perks & Benefits

• Competitive Salary & Performance Bonuses
• Career Growth & Learning Opportunities
• Health & Wellness Benefits
• Fun Team Events & Supportive Culture

We have a real focus on developing our people, and by fostering an entrepreneurial culture, we encourage flexibility, accountability and autonomy. The company is full of opportunity for those who wish to grasp it. Our people thrive on engagement, development and a varied workload. You will often be included in projects that require you to collaborate cross-functionally.

This is an exciting opportunity to join a successful company, with big ambitions for the future.

If this sounds like you and you meet the requirements, please apply; we would love to hear from you.

Please note if we receive a high volume of applications, we may close the role before the closing date noted.

By making this application you give consent for personal information to be used in automated decision-making processes relating to key job requirements which are stated in this ad.

Sinclair does not accept speculative or unsolicited CVs from Recruitment Agencies. Any unsolicited CVs received will be treated as property of Sinclair and Terms & Conditions associated with the use of such CVs will be considered null and void