Overview
An Executive and Operations Assistant to provide comprehensive support to our Leadership and Operations Team. This key role requires exceptional administrative, communication, and organisational skills, coupled with a proactive and assertive approach. The ideal candidate will be skilled in managing complex calendars, supporting the leadership team\'s strategic initiatives and assisting in other administration tasks as required. The exact role definition will be dependent on the desire, capability and experiences of the right person.
Responsibilities
- Leadership Team Calendar Management: Proactively manage and coordinate complex calendars for members of the Leadership Team, including scheduling meetings, appointments, and travel arrangements, while anticipating potential conflicts and ensuring optimal time utilisation.
- Leadership Team Communications Support: Serve as a primary point of contact for internal and external communications on behalf of the Leadership Team. This includes drafting and managing email correspondence, ensuring timely and professional responses, and maintaining confidentiality.
- Leadership Team Administrative Tasks: Provide comprehensive administrative support, including preparing meeting agendas and materials, taking and distributing meeting minutes, generating reports and managing expense reports.
- Leadership Team Thought Leadership Support: Facilitate the Leadership Team\'s thought leadership initiatives by coordinating event travel and logistics, assisting with the preparation of content (e.g., presentations, articles), and managing related administrative tasks.
- External Partner/Vendor Management: Liaise and coordinate with internal and external partners and vendors, such as agencies, event venues, and service providers, ensuring smooth communication, managing contracts, and facilitating effective working relationships.
- Operations Team Development: Work directly with the Chief Operating Officer (COO); observe, review, and analyse processes to identify inefficiencies and areas for improvement, as well as supporting broader business improvement projects.
- Financial Administration: Provide support to the finance team with tasks such as invoicing, expense reports, and budget tracking as required.
- IT and Cybersecurity Operations: Provide operational support for our cybersecurity compliance platform, NAQ; liaise with relevant internal teams and external providers to ensure smooth IT operations; manage new employees\' IT equipment requests.
- General Office Management: Assist with general office management duties; participate in onboarding and development activities as part of the role.
- Onboarding and Development Activities: Be introduced to your guide and mentor; go through our onboarding programme; join our fortnightly Personal Growth sessions and Friday lunch-and-learns on anything and everything to do with Impact; get to know our leadership team.
- Team and Culture: You are a team player who enjoys a balanced mix of collaboration, effort, and time pressure; you are a people person with a knack for building relationships with a diverse group of people and are excited by opportunities in a young, fast-growing, purpose-driven business.
What we are looking for
- Previous experience in an administrative role within a fast paced environment.
- Excellent English skills, both written and verbal, with strong attention to detail and accuracy.
- Hungry to learn and contribute, with a proactive attitude towards taking on new challenges and responsibilities.
- Assertive and confident in communication, capable of effectively interacting with individuals at all levels, both internally and externally.
- Proven experience in providing high-level administrative support to senior executives.
- Strong organisational and time-management skills, with the ability to prioritise tasks and meet deadlines.
- Proficiency in Google Workspace (e.g., Gmail, Google Sheets).
- Experience working with external partners.
Benefits
- 25 days annual leave per year pro-rata
- An extra day of annual leave for your birthday
- The option to swap up to two Bank Holidays per year to suit your religious/cultural/family/personal needs
- £500 per year professional development budget
- Plus two days per year professional development time
- £200 per year wellbeing budget
- £200 home office setup budget
- Employee Assistance Programme
- Wellbeing and benefits platform
- Bupa health insurance
- Cycle to Work scheme
- Financial coaching (Bippit)
- Roadmap for future benefits as we grow
Seismic recruits, employs, trains, compensates and promotes regardless of race, religion, national origin, gender, sexual orientation, disability or age. We are building a world class team and we know we need a diverse mix of talented people doing their best work.
