Executive Assistant | Remote / Kent | £40k - £60k + package

Executive Assistant to the COO. Home working with hot desking in Maidstone, Kent.

Job Details:

The Executive Assistant (EA) to the Chief Operating Officer (COO) provides high-level administrative support to the COO by managing day-to-day tasks, ensuring smooth workflow, and enabling the COO to focus on strategic objectives. The EA will handle confidential and time-sensitive material, schedule and organise meetings, oversee or support complex projects, and act as the primary point of contact for the COO.

Key Responsibilities:

Administrative Support:

Manage and maintain the COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
Screen incoming emails, calls, and correspondence, and respond or redirect as appropriate.
Prepare and edit reports, presentations, and other documents on behalf of the COO.
Ensure that the COO is prepared for meetings with necessary materials and information.

Meeting Coordination:

Organise, attend, and take minutes during high-level meetings; track follow-up actions.
Co-ordinate cross-departmental meetings and projects with internal and external stakeholders.
Prepare agendas, materials, and presentations for leadership meetings.

Project Management:

Assist the COO in the execution of strategic initiatives and projects.
Track and report on project progress, timelines, and deliverables.
Liaise with key departments and external partners to ensure alignment and timely execution.

Communication & Liaison:

Act as a primary point of contact between the COO and senior leadership, department heads, and external partners.
Ensure efficient communication flow by managing internal and external correspondence.
Coordinate information-sharing and decision-making processes.

Confidentiality & Professionalism:

Handle sensitive and confidential information with utmost discretion.
Ensure professionalism and efficiency in all interactions on behalf of the COO’s office.

Travel & Event Planning:

Arrange all travel logistics including accommodations, transportation, and itineraries.
Organise events and conferences, both internal and external, including logistics, attendee management, and materials preparation.

Operational Efficiency:

Identify opportunities for process improvement within the COO's office and assist in implementing changes.
Maintain an online filing system and ensure proper documentation for easy access to critical files and records.
Assist with expense reports and budget tracking for the COO.

Candidate Profile:

Minimum of 3 years of experience as an Executive Assistant or equivalent, preferably supporting C-suite executives.
Strong organisational and time-management skills, with the ability to multi-task and prioritise tasks effectively.
Excellent verbal and written communication skills.
Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools.
Strong attention to detail and problem-solving abilities.
Ability to work independently and manage tight deadlines.
Discretion and ability to maintain confidentiality.
High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, and external stakeholders.
Flexibility to occasionally work outside standard business hours where necessary.
Interpersonal Skills: Excellent relationship-building skills with the ability to work effectively with a wide range of individuals and departments.
Problem Solving: Anticipates issues and pro-actively provides solutions.
Adaptability: Able to handle rapidly changing priorities and adjust as needed.