Executive Assistant cum Documentation Controller

During my tenure at Connected Stars in the UK, I provided comprehensive remote executive support for senior leadership in a supported living organization serving young people aged 16-25. My role encompassed managing documentation, facilitating communication, and tracking tasks across the organization.
My documentation responsibilities were extensive and detail-oriented. I routinely created and maintained critical assessments, including behavioral evaluations and risk assessments that required precise language and attention to detail. For instance, when a young person with complex needs experienced a behavioral incident, I would transform staff voice notes and conversations into formal documentation suitable for authorities, carefully selecting appropriate terminology for social workers and emergency response teams. These documents needed to be both time-sensitive and language-appropriate, especially when communicating with external stakeholders like local authorities. I worked closely with on-site specialists to ensure our documentation aligned with both immediate care needs and long-term development goals for each young person.
Communication coordination was a central aspect of my role. I managed multiple company email accounts and determined the appropriate sender based on the situation's sensitivity and organizational hierarchy. For example, when a young person with epilepsy was rushed to the hospital after a seizure, I immediately notified the Emergency Duty Team, followed by a comprehensive email to the child's social worker detailing the incident once the situation stabilized. I became adept at triaging communications, determining whether correspondence should come from management, senior support workers, or key workers depending on the context and urgency.
I streamlined meeting management by orchestrating weekly team meetings with pre-prepared agendas incorporating notes from previous sessions to maintain continuity. This preparation ensured discussions remained productive and focused on evolving needs of the young people in our care. After meetings, I created detailed minutes and tracked action items to completion, following up with team members as needed.
The calendar management system I developed was particularly effective for our organization. I maintained a color-coded calendar that distinguished between various appointment types – health appointments appeared in red for urgency, educational commitments in blue, family contacts in green, and court hearings in purple. This visual system helped the entire team quickly identify priorities and ensured nothing fell through the cracks. For a young person with learning disabilities and epilepsy, for example, I coordinated medical appointments, medication reviews, and specialist consultations while simultaneously managing their educational schedule and family visitations.