We are looking for a highly organised, proactive, and detail-oriented Executive Assistant that can balance strategic oversight with hands-on support.

This is an exciting opportunity to provide support to a high-level executive within a fast-paced and constantly evolving environment. As an Executive Assistant, you will play a critical role in ensuring seamless operations, strategic alignment, and effective project management across multiple business areas. This role offers the chance to engage in diverse business functions, contributing directly to the organisation’s success and innovation.

While the primary focus of this role is business operations, you will occasionally collaborate with the Personal Assistant to the private family on specific business-related matters that may require coordination. These may include aligning schedules for personal engagements that overlap with work priorities or handling any joint projects that require cross-role collaboration.

Please Note: This position is an ongoing temporary assignment and will be considered on a full or part time basis (minimum three days a week). 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, responding to or delegating emails and flagging urgent matters
Maintain a clear, unified diary by combining schedules from multiple entities, ensuring that business meetings, appointments, and travel schedules are well-coordinated
Arrange and coordinate meetings, ensuring the preparation of relevant materials

Collaboration with Finance and HR Teams:

Work closely with the finance and HR teams to implement processes that enhance efficiency across the business

Legal and Compliance:

Act as the point of contact for legal matters, including agreements, contracts, and related documentation
Liaise with legal advisors on 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 the procurement of necessary equipment
Manage insurance policies and contracts for offices and technology

Logistics and Supply Chain:

Manage end-to-end logistics for product and sample orders, both domestic and international
Oversee customs clearance, VAT exemptions, and courier arrangements
Ensure accurate invoicing and delivery coordination

The successful candidate will be able to demonstrate:

Proven experience in a senior administrative role
Exceptional organisational and time-management skills, with the ability to manage multiple priorities
Strong written and verbal communication skills
Financial acumen and experience with tools like Xero or similar systems
Familiarity with HR practices and employment regulations
Proficiency in MS Office Suite and collaboration tools (e.g. Teams, Slack)
Ability to liaise effectively with internal and external stakeholders
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
Experience with project management platforms like Jira (desirable)

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