We are looking for a highly organised, proactive, and detail-oriented individual to take on the role of Executive Assistant. This position combines strategic oversight with practical support to ensure smooth operations, effective project management, and seamless coordination across multiple business areas. As an Executive Assistant, you will serve as a vital bridge between the CEO and the rest of the company, playing a key role in facilitating communication and ensuring alignment across teams.

This is an exciting opportunity to provide pivotal support to a high-level executive within a fast-paced and constantly evolving environment. You will have the chance to engage in a wide range of business functions, from strategic operations to hands-on management, contributing directly to the organisation's success.

The ideal candidate will need to be independent, resourceful, and able to show a great deal of initiative, as you will be responsible for anticipating the needs of the CEO and managing various projects with minimal supervision.

Please Note: You will be 100% office based and due to its central location, no parking is available.

Principle Responsibilities:

Inbox and Diary Management

Manage the CEO’s inbox, respond to or delegate emails, and flag urgent matters
Management of CEO’s diary. Combining calendars from multiple entities to ensure there is one clear Diary
Arrange and coordinate meetings, ensuring preparation of relevant materials

Collaboration with Finance and HR Teams

To ensure implementation of processes within the teams to enhance efficiency throughout the business

Legal and Compliance

Act as the point of contact for legal matters, including agreements, contracts, etc.
Liaise with legal advisors for ongoing projects, such as property purchases and patent transfers
Draft and manage NDAs and contractor agreements

Office Management

Serve as the primary liaison with landlords for office-related matters
Oversee office maintenance, IT setup, and procurement of necessary equipment
Manage insurance policies and contracts for offices and technology

Project Management and Line Management Experience

Lead and coordinate cross-functional projects, ensuring timely completion, managing resources, and overseeing project milestones
Supervise and manage a team, providing leadership, guidance, and support to ensure optimal performance and adherence to company goals
Develop and implement operational procedures and documentation to track progress, maintain quality standards, and facilitate communication across teams
Conduct performance reviews, set objectives, and manage staff development to foster a high-performing team culture

Design and Branding

Oversee branding and design projects, including product rebranding, packaging updates, and presentations
Coordinate with external design agencies and provide feedback on deliverables

Ad Hoc Duties

Provide support for urgent tasks and special projects as needed, ensuring smooth operations and timely resolution of issues

The successful candidate will be able to demonstrate:

Proven experience in a senior administrative or Executive Assistant role (essential)
Exceptional organisational and time-management skills with the ability to manage multiple priorities (essential)
Strong written and verbal communication skills (essential)
Financial acumen and experience with tools like Xero or similar systems (essential)
Familiarity with HR practices and employment regulations (desirable)
Project management skills with a detail-oriented mindset (essential)
Proficiency in MS Office Suite and collaboration tools (e.g., Teams, Slack) (essential)
Ability to liaise effectively with internal and external stakeholders (essential)
Experience with project management platforms like Jira (desirable)
Proactive and solution-focused approach to challenges
Discreet and able to handle sensitive information with confidentiality
Highly adaptable, flexible and capable of thriving in a dynamic environment
Strong interpersonal skills and team collaboration abilities
Independent, with the ability to take initiative and manage tasks with minimal supervision

To apply for the role of Executive Assistant, please send a covering letter together with a copy of your CV