Executive Assistant to COO

Job Title: Executive Assistant to the Chief Operating Officer

Reporting to: Chief Operating Officer

Location: 27 Wimpole Street, Marylebone, London W1G. Office based.

Working Hours: Full time, 5 days per week, UK business hours

Industry: Longevity, Wellness and Human Performance

Salary - £32,000 to £40,000 depending on experience

About Us:

NADclinic was founded on Wimpole Street in Marylebone as a specialist NAD+ and longevity clinic, and has since grown into a global longevity and wellness group. Today we operate across the United Kingdom, Europe, the Middle East, Africa and Asia, working with leading clinics, practitioners, hotels, private members’ clubs and retail partners.

Our work combines clinical expertise with a scientific approach to healthy ageing, performance and recovery. We are a team of medical professionals, scientists and operators united by a single ambition: to help our clients be their best selves.

We are growing quickly and in several directions at once. This role sits at the centre of that growth.

Role Overview:

We are seeking a highly organised, proactive and experienced Executive Assistant to provide comprehensive support to our Chief Operating Officer, who leads operations, finance and compliance across the group.

This is a senior, trusted position at the heart of the business. The successful candidate will manage a complex diary and inbox across multiple time zones, act as gatekeeper and first point of contact on the COO’s behalf, and ensure that commitments made across the group are tracked through to completion. The role requires exceptional judgement, absolute discretion and the confidence to operate independently in a fast-moving international environment.

Key Responsibilities

Calendar, Diary & Agenda Management

• Proactively manage the complex and busy diary of the COO, ensuring meetings and engagements are appropriately and sensitively prioritised.
• Coordinate schedules across UK, European, Gulf and Asian time zones.
• Anticipate scheduling conflicts and resolve them before they arise.
• Protect time for focused work, and determine which requests are accepted, rescheduled or delegated.
• Ensure the COO is fully prepared for every meeting, with the relevant papers, background and key talking points.

Inbox & Correspondence Management

• Manage the COO’s inbox, applying an agreed prioritisation framework so that urgent matters are surfaced immediately and routine matters are handled efficiently.
• Draft correspondence on behalf of the COO, and respond independently to routine queries.
• Screen calls and enquiries, exercising judgement on what requires the COO’s direct attention.
• Track action items arising from correspondence and ensure they are closed out.

Meeting & Event Support

• Prepare agendas and briefing materials in advance of meetings.
• Coordinate logistics for board meetings, leadership sessions, partner visits and client engagements, including rooms, video conferencing and materials.
• Take accurate minutes, distribute action summaries and follow up with owners until items are complete.

Stakeholder & Relationship Management

• Act as a gatekeeper, representing the COO internally and externally with professionalism and discretion.
• Build trusted relationships with the senior leadership team, colleagues across our international offices, clients and external partners.
• Liaise with partners and suppliers on the COO’s behalf, including following up on outstanding commitments and deadlines.
• Manage sensitive and confidential matters appropriately at all times.

Travel & Logistics

• Organise domestic and international travel, including flights, accommodation, visas and transfers.
• Prepare detailed itineraries and manage last-minute changes calmly and efficiently.

Document & Information Management

• Draft, edit and format reports, presentations and proposals as required.
• Maintain filing systems, records and databases to a high standard of accuracy and accessibility.
• Support expense management, invoice processing and basic budget tracking.
• Safeguard confidential information and ensure the accuracy of all documentation.

Working Hours & Availability

• Office based at 27 Wimpole Street, five days per week, within UK business hours.
• Flexibility to support occasional out-of-hours international calls and meetings when required.

Skills, Qualifications & Requirements

**Experience Requi…