Executive Assistant (HealthTech/Pharma Consultancy)

Empathy Labs is a healthtech consultancy transforming cancer care through multidisciplinary team improvement. We work with top-5 global pharma across 25+ countries, building digital tools and running strategic programmes that change how cancer patients are diagnosed, discussed, and treated. The CEO manages multiple client relationships, three active products, and a growing team. He needs someone to keep the machine running. The Role This is 5-10 hours a week of making sure nothing falls through the cracks. You’ll manage the CEO’s calendar, prepare for meetings, chase follow-ups, keep project trackers current, and make sure the right people have the right information at the right time. The work spans multiple time zones, multiple client stakeholders, and multiple workstreams happening in parallel. You need to be the kind of person who spots a gap before it becomes a problem. What You’ll Do Calendar and schedule management across UK, South Africa, and Asia time zones Meeting prep: agendas, briefing notes, background context pulled together before every call Follow-up tracking: actions from meetings logged, chased, and closed Project tracker maintenance across client and product workstreams Draft and format documents, decks, and client communications Inbox triage and prioritisation support Travel and logistics coordination when needed Light research and information gathering to support proposals, hiring, and client prep What We Need Obsessively organised. You run systems, not to-do lists. If something is due, it’s tracked. If someone hasn’t responded, you’ve already chased them. Discreet and trustworthy. You’ll have visibility of client contracts, hiring decisions, and commercial conversations. Strong written communication. Emails and documents you draft should be ready to send without edits. Comfortable with tools: Google Workspace, Notion, Slack, and ideally AI tools like Claude or ChatGPT to move faster. Able to work flexibly across the week. This isn’t a fixed 2-hour daily block. Some weeks are heavier than others and the hours need to flex around what’s happening. Background Previous EA or operations experience supporting a founder, director, or senior executive Healthcare, pharma, or consulting context is a plus but not essential Experience working remotely for a small or fast-moving company This is a small role with big visibility. You’ll know everything that’s happening across the company. If you’re the kind of person who takes pride in making chaos invisible, we want to hear from you.