Executive Assistant

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Job reference: 4053/3

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.

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.