Executive & Office Assistant

Yapily; London; Hybrid; GBP 35,000 - 55,000; Full time

Job description

In a nutshell

We are looking for a highly organised, proactive, and discreet Executive Assistant to support our Founder & CEO. This role requires exceptional attention to detail, efficiency, and the ability to manage multiple priorities in a fast-paced environment.

The Executive Assistant will be a trusted partner, ensuring the CEO’s time is managed effectively, the schedule runs smoothly, and his time is focused on the right priorities.

Diary & Travel Management

• Manage the CEO’s complex calendar, ensuring efficient scheduling and prioritisation.
• Coordinate internal and external meetings, including preparing agendas and briefing notes.
• Arrange global travel, including flights, hotels, transport, visas, and itineraries.

Administrative & Executive Support

• Act as the first point of contact for the CEO, screening emails, calls, and requests.
• Maintain and organise confidential files, contracts, and records.
• Handle expense reporting, invoicing, and budget tracking.
• Support strategic projects, ensuring deadlines are met and actions are followed up.
• Coordinate with internal teams, board members, investors, and external stakeholders.

Office Management

• Oversee office supplies, facilities, and general office maintenance.
• Liaise with vendors, suppliers, and building management to ensure a well-run office.
• Ensure meeting rooms and communal areas are well-maintained and fully stocked.
• Act as the point of contact for health & safety, ensuring compliance with workplace regulation.

Social Committee

• Play a key role in organising company social events, celebrations, and team activities.
• Manage internal communications related to social events.
• Collaborate with employees to build a positive, fun, and inclusive workplace environment.

For your new role

• You love people – it’s wired into your DNA.
• You think outside of the box and are always looking for better ways to do things.
• You are driven. You’re perceptive, you ask questions and you strive to understand.
• You enjoy solving problems. You don’t get flustered easily. You’re comfortable managing your time and can be counted on to skilfully handle feedback and complaints.
• You are people-focused. You’re warm, honest and genuine.
• You are driven to make this a cool place to work, where people like to come every day.
• You are proactive and always try to react quickly, be on top of things, and are very responsive.
• You understand the importance of attention to detail and ensuring quality outputs.
• You’re cool under pressure. You listen intently.
• You can explain just about anything to anyone and you’re comfortable communicating at all levels.
• You can interact professionally, both verbally and in writing, with everyone from interns to CEOs.
• You have a can-do approach. You think on your feet. Switching up tasks and juggling multiple priorities comes naturally to you.
• You’ll treat every interaction and conversation with high confidentiality and diplomacy.
• You’ll proactively take the lead in your personal development.
• You commit to office presence at least 3 days a week (Central London) and enjoy spending time with the team.

Why You’ll Love Working With Us

• Competitive Pay & Equity – We offer a great base salary plus equity, so you’ll own a part of what we’re building together.
• Generous Time Off – Enjoy 25 days of holiday each year (plus bank holidays if you’re in the UK), and earn an extra day each year after your first, up to 5 more!
• Hybrid Working – Life’s about balance. If you’re within 90 minutes of the office, you can work from home up to 3 days a week.
• Nomad Working – Feel like a change of scenery? Work from anywhere in Europe for up to 30 days each year.
• Family First – We offer enhanced Maternity and Paternity leave because your family matters.
• Private Medical Insurance – You’ll get high-quality cover through BUPA, because your health is a priority.
• Mental Health Support – Access personalised mental wellness support through our award-winning partner.
• Future-Ready Perks – Including a solid company pension, life assurance, and income protection.
• Learn & Grow – A £200 annual budget for learning and personal development. Invest in you!
• Cycle to Work Scheme – Commute the healthy way with support from our cycle to work programme.
• Perks Hub Access – Enjoy exclusive discounts and offers through the Yapily Benefits Hub.
• Refer a Friend – Bring someone great onboard and earn £1,000 with our referral scheme.
• Team Vibes – Monthly socials, team lunches, and a budget to hang out and have fun (yes, pizza included).
• Office Snacks & Doggies – Daily snacks to keep you going, and yes – we’re proudly a dog-friendly office.