Administrative Assistant & Office Manager - Office of the...

Proximie is on a mission to improve healthcare by transforming the world’s operating rooms into connected ecosystems of people, devices, and data.

Our Intelligence Suite transforms operating room (OR) performance, keeping teams in sync and workflows on track to maximise throughput. Simultaneously our computer vision and AI capabilities capture real-time data and detect surgical events – improving quality of data outputs. The result: ORs are optimised like never before – with predictive analytics and automated notifications ensuring patients and staff are in the right place at the right time.

Once practitioners are in the OR, our Surgical Suite enables real-time remote access and creates a secure video record of every procedure; improving training, education, and collaboration. It is an intuitive asset which helps instil a culture of continuous learning, accelerates the adoption of cutting-edge medical devices, and enhances surgical performance across the entire global workforce – improving outcomes and saving lives.

Proximie was commercialised in 2019 and is available in over 800 facilities globally.

Check out our Founder and CEO Nadine’s origins story here:

Position Overview

Reporting to the Executive Assistant to the Chief Executive Officer, the Administrative Assistant and Office Manager will provide proactive, hands-on support to the executive leadership team while ensuring the smooth and professional operation of the London office.

This role is critical to maintaining the efficiency of daily business operations by delivering high-quality, personalized support to the executive team - particularly the CEO - across a range of high-impact and time-sensitive activities. It offers an exciting opportunity to contribute to Proximie’s continued growth journey and to work closely with a pioneering female leader in the HealthTech community.

To succeed in this position, you will be confident, and highly organized, with exceptional communication and time management skills. You will build strong relationships with the executive team, anticipate the needs of the CEO, and thrive in a fast-paced, dynamic environment where agility and attention to detail are essential.

Responsibilities

• Provide high-quality administrative support to the leadership team and proactively support the Assistant (EA) to the CEO, assisting with a range of executive and operational tasks.
• Support with management of complex calendars, including daily scheduling, meeting coordination, and prioritization to ensure alignment with strategic objectives.
• Organize and oversee domestic and international travel logistics, ensuring seamless and efficient experiences for the CEO and executive leadership team.
• Provide cover for the EA to the CEO during periods of absence, maintaining continuity of executive support.
• Offer personal support to the CEO when required, acting as an extension of the EA to the CEO.
• Take ownership of the London office, maintaining a proactive approach to operational needs and continuous improvement.
• Ensure the office and meeting spaces are maintained to a professional standard, including setup of refreshments and management of office supplies.
• Serve as the primary point of contact for the managed office provider and building management, overseeing maintenance, deliveries, and health and safety compliance.
• Support onboarding and offboarding processes, including security pass management.
• Champion company culture by supporting the People & Engagement team with employee engagement initiatives.
• Manage office logistics, including the setup and shipment of equipment to and from the London office.
• Provide local IT coordination, including initial laptop setup for new starters and acting as first-line support for technical issues in the London office.

Requirements

• Bachelor’s degree in business administration, or relevant field.
• A minimum of 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
• Ability to keep calm under pressure and adapt to change.
• Outstanding organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritise workload.
• Discretion and confidentiality.
• Attention to detail.
• Flexible scheduling may occasionally be required to support executive leadership. While the standard working hours are 9:00 AM to 6:00 PM, business needs may sometimes necessitate work outside these hours. This is not routine, but flexibility is expected when circumstances demand it. The role may involve occasional early mornings, evenings, or weekends to ensure the delivery of exceptional service and seamless executive support.

Why Work for Proximie?

• You will be encouraged to grow in your role, take ownership and gain responsibilities. Proximie’s values are Ownership, Deliver Results, Build Trust and Go Beyond.
• Generous annual leave.
• Two “well-being” days per year plus the day off for your birthday.
• “Summer Fridays” – early office closing on Fridays during summer months.
• Annual bonus programme – based on individual contribution.
• To support your professional growth, all permanent employees will have access to an annual stipend of £1,000 to assist with personal development activities.
• Flexible working hours - we trust our people to manage their time and to focus on wider results.
• A flat organizational structure where every opinion matters, ideas are cultivated, and innovation is encouraged.
• Proximie is a truly global company with teams across the UK, Europe, United States and the Middle East with that you will have opportunities to see the world.

Proximie is an equal opportunity employer. We are committed to providing a work environment that supports, inspires, and respects all individuals. We do not discriminate on the basis of race, colour, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under the law.