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For Companies At a Glance
- Tasks: Support our Leadership Team with calendar management, communications, and administrative tasks.
- Company: Join Seismic, a purpose-driven company focused on sustainability and impact.
- Benefits: Enjoy 25 days annual leave, professional development budget, and flexible working hours.
- Why this job: Be part of a dynamic team making a real difference in the world.
- Qualifications: Previous admin experience, strong communication skills, and a proactive attitude.
- Other info: Great career growth opportunities in a fast-paced, supportive environment.
The predicted salary is between 36000 - 60000 £ per year.
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.
About us
At Seismic we have 2 key goals: to be the best place you have ever worked, and to help 10 million people join the shift by 2030. Along with creating impact through everything we do, connecting and building relationships is a core priority for us. That goes for our relationships with our amazing clients and with our fantastic team of changemakers, made up of a strong mix of B Corp, Net Zero, Reporting and Sustainability Comms experts, throughout the UK and Europe. We love working with our clients. From SMEs to multinational corporations, we are committed to enabling them to prosper by helping them become ever more impactful forces for good.
The role and its 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) to 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.
- General Office Management: Assist with general office management duties.
About you
To be successful in this role you would need the following attributes:
- 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 suite (such as Gmail, GoogleSheets).
- Experience working with external partners.
- You are a team player – you like a laugh, but are not afraid to graft.
- You are a student of sustainability, have plenty to offer, and know you have even more to learn.
- You are action-oriented, have a keen eye for detail and enjoy juggling multiple projects and priorities and enjoy just the right amount of time pressure to help keep productive and focused.
- You are a ‘people person’ with a knack for building relationships with a diverse group of people.
- You are excited by the opportunities of working for a young, fast growing, ever evolving and purpose-driven business.
In your first 3 months you will:
- 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.
Location
You will be within commuting distance of our London office (Spitalfields Market) and able to be in the office at least 2 days per week.
Working hours
We believe in flexible working hours to better suit our personal lives while being considerate of each other and our clients. We generally work office hours but trust each other to make fair decisions.
Salary and 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.
- Cycle to Work scheme.
- Financial coaching (Bippit).
- …and a roadmap for future benefits as we grow.
Seismic is an equal opportunities employer. 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.
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Business Consulting and Services
Executive and Operations Assistant employer: Seismic
Contact Detail:
Seismic Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive and Operations Assistant
✨Tip Number 1
Network like a pro! Reach out to people in your industry on LinkedIn or at events. A friendly chat can open doors that a CV just can't.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Show them you’re not just another candidate, but someone who genuinely cares about their mission.
✨Tip Number 3
Practice your communication skills. Whether it’s a phone call or face-to-face, being clear and confident can make a huge difference in how you’re perceived.
✨Tip Number 4
Don’t forget to follow up after interviews! A simple thank-you email can keep you fresh in their minds and show your enthusiasm for the role.
We think you need these skills to ace Executive and Operations Assistant
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Executive and Operations Assistant role. Highlight your relevant experience in administrative support, calendar management, and communication skills that align with what we’re looking for.
Show Off Your Organisational Skills: In your application, give examples of how you've successfully managed multiple tasks or projects. We want to see your strong organisational skills in action, so don’t hold back on sharing those experiences!
Be Proactive in Your Approach: Demonstrate your proactive attitude by mentioning any initiatives you’ve taken in previous roles. Whether it’s improving processes or taking on additional responsibilities, we love to see candidates who take the initiative!
Apply Through Our Website: We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for this exciting opportunity with our team at Seismic!
How to prepare for a job interview at Seismic
✨Master the Calendar Game
Since calendar management is a key part of the role, show off your skills by discussing how you’ve successfully managed complex schedules in the past. Bring examples of how you’ve anticipated conflicts and optimised time for busy executives.
✨Communicate Like a Pro
As communication support is vital, prepare to demonstrate your written and verbal skills. You might want to draft a sample email or two before the interview to showcase your professionalism and attention to detail.
✨Show Your Organisational Skills
Be ready to talk about your organisational strategies. Discuss specific tools or methods you use to keep tasks prioritised and deadlines met. This will highlight your ability to juggle multiple projects effectively.
✨Be a People Person
Since building relationships is crucial, think of examples where you’ve successfully liaised with various stakeholders. Share stories that reflect your assertiveness and confidence in communication, especially with senior executives.
