Executive Assistant

Executive Assistant Partner closely with our CEO and Board, drive the seamless coordination of critical business priorities, and shape an exceptional experience for our people, clients and visitors. ABOUT LUCID GROUP We are a global healthcare communications agency with deep therapeutic expertise that traverses the asset lifecycle, delivering transformative outcomes for healthcare brands for over 20 years. Our more than 500 highly trained professionals work with speed and agility to craft and execute breakthrough strategies that maximise performance and unlock a brand's full potential. Lucid is comprised of three capabilities: Commercial Communications : Accelerating a brand's trajectory with data-driven strategies and creativity that moves markets. Scientific and Medical Communications: Translating scientific insight into impactful strategies and compelling narratives that inspire change. Consulting: Specialised life-sciences consulting - empowering clients to optimise operating models, maximise asset potential and drive sustainable transformation. Job Summary We are seeking an experienced, highly organized and discreet individual to coordinate the effective operation of the Board, provide targeted executive support, and help create a positive and well-organized office environment. The role will take ownership of the administrative and coordination processes that underpin the Board calendar, meetings, papers, actions and records, ensuring that important governance activities are delivered accurately and on time. The role will also coordinate defined administrative processes relating to the cap table, provide a limited amount of executive support, and support office engagement activities that help employees feel connected and create a welcoming workplace. This is a role where judgment, reliability and quality of execution are more important than administrative volume. The successful candidate will work directly with Board members and senior executives, handle highly confidential information and operate with a high degree of independence. Responsibilities Executive Calendar Management and Support Own and manage CEO's calendar end-to-end, including scheduling, prioritization, conflict resolution and daily coordination across internal and external commitments. Act as the primary point of contact for all meeting requests and proactively protect time based on stated priorities. Anticipate scheduling needs and manage changes with minimal disruption. Provide targeted executive assistant support where required. Coordinate occasional meetings and travel for members of the board as needed. Support calendar coordination where this intersects with Board activities, senior leadership meetings or other priority commitments. Provide administrative and coordination support for significant executive activities. Board & Governance Coordination Own and maintain the annual Board calendar, coordinating regular and ad hoc Board meetings and related activities. Coordinate Board meeting logistics, including scheduling, invitations, meeting arrangements and supporting materials. Manage the Board pack process from start to finish, establishing deadlines, coordinating contributions and ensuring materials are complete and circulated on time. Maintain the Board action register, accurately recording actions, owners and deadlines. Proactively follow up with executives and other action owners to ensure agreed Board actions are progressed and completed. Coordinate division reviews, deep-dive sessions and other Board-related meetings outside the regular Board calendar. Ensure Board members receive appropriate notice, information and materials ahead of meetings. Maintain accurate, organized and appropriately confidential Board records and documentation. Respond quickly and effectively when ad hoc Board meetings, decisions or discussions need to be coordinated. Office Engagement & Employee Experience Support the planning and coordination of company celebrations, milestones and occasional employee engagement activities. Coordinate practical arrangements for internal meetings, leadership visits and company-wide office events. Work with People/HR and other internal teams to support engagement initiatives and encourage participation. Help maintain appropriate office communications so employees are aware of upcoming events, activities and relevant office information. Serve as the lead coordinator for all client and VIP visits to the office, ensuring a high-touch, well-prepared experience from arrival to departure. Brief relevant team members in advance of visits and coordinate all logistics, including room setup, materials, hospitality and any special requirements. Set and maintain a hospitality standard for the office that reflects the quality of our client relationships. Qualifications Demonstrable experience supporting senior executives, a Board, company secretarial function or senior leadership team. Exceptional discretion and a strong track record of handling confidential and commercially sensitive information. Excellent organization and attention to detail, with the ability to manage multiple deadlines reliably. A proactive approach to action tracking and follow-up, with the confidence to appropriately chase senior stakeholders. Confidence communicating directly and professionally with Board members and senior executives. Strong meeting, calendar, event and document coordination skills. A natural ability to build relationships and create a positive experience for colleagues and visitors. An interest in employee engagement and creating a welcoming, connected office environment. The ability to take ownership of events and engagement activities from idea through to execution. The ability to work independently, anticipate requirements and keep important activities moving without close supervision. Clear and professional written communication. Sound judgment, including the ability to recognize when an issue requires escalation. Experience with Board portals, governance documentation, equity administration or cap-table systems would be advantageous. WHAT DOES IT MEAN FOR US TO BE LUCID? At Lucid Group, we transform lives. Always. We believe in providing a culture of authenticity where we can all be ourselves, make real connections, and enjoy the work that we do. Together. We empower our people to embark on a journey of growth and advancement by offering meaningful learning and development opportunities. Central to our ethos is our commitment to cultivating an environment that embraces and respects people of all backgrounds and identities, underpinned by a culture of conscious inclusion and support. The Lucid values are not just mere words; they are the culmination of our collective efforts. Co-created by our people for our people, these values serve as our guiding principles, ensuring that every decision we make positively impacts the lives of the clients, patients, healthcare professionals, and colleagues we serve. Compassionately Human: We think about the human impact of our actions Accountable Allies: We are the go-to strategic partners for our clients Invent with Intent: We create meaningful solutions to solve real problems Courageously Curious : We challenge ourselves to think disruptively Equal Opportunity Employer: We are an Equal Opportunity Employer and welcome applications from all backgrounds, regardless of race, color, sex, age, pregnancy, marital status, religion, sexual orientation, gender identity, and/or expression or disability. We are dedicated to offering an inclusive and accommodating recruitment process. If you require any accommodations during the interview, please do not hesitate to contact us. Locations Philadelphia Remote status Hybrid Employment type Full-time About Lucid Group Lucid was started with a core ideology rooted in a legacy of innovation and dedication. For the past 20 years we have successfully transformed healthcare communications for the better. From our ambitious agency beginnings we have grown organically and through strategically aligned acquisition. We are currently based in 4 global locations, and our 500 worldwide colleagues are the trusted partners for 100s of top brands and client teams, big and small. Founded in 2007 Co-workers Approx. 600