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For Companies At a Glance
- Tasks: Support the Executive with calendar management, travel coordination, and strategic meeting preparation.
- Company: Join UBQ.io, a global tech leader focused on sustainability and innovation.
- Benefits: Flexible remote work, competitive salary, and opportunities for professional growth.
- Other info: Work in a collaborative culture that values balance, presence, and personal growth.
- Why this job: Be the right hand of an Executive and make a real impact in a dynamic environment.
- Qualifications: 5+ years as an Executive Assistant with strong organisational and communication skills.
The predicted salary is between 36000 - 60000 ÂŁ per year.
About UBQ.io
UBQ.io is a global technology service provider dedicated to building a more sustainable, independent, and equitable future. We partner with global companies across industries, including AI, blockchain, software, biotech, and education, to transform bold ideas into real, meaningful solutions. Our expertise spans technology consulting, AI and Machine Learning development, Blockchain integration, and global team collaboration. With a worldwide network of specialists, we help organizations stay ahead in a rapidly evolving digital landscape. At UBQ.io, we don’t just advise, we collaborate. Our commitment to innovation, sustainability, and social responsibility guides everything we do as we help clients build technologies that empower people, communities, and industries to thrive.
About the role
We are seeking an experienced Executive Assistant to provide comprehensive administrative and strategic support to the Executive. This role requires a proactive, detail-oriented, and adaptable professional who excels in high-stakes environments, possesses outstanding communication skills, and aligns with our Executive’s values of presence, leadership, and balance. As the Executive’s right hand, you will play a pivotal role in ensuring smooth operations across both his professional and personal spheres.
Key Responsibilities:
- Comprehensive Calendar and Priority Management: Manage the Executive’s demanding professional and personal calendar, coordinating with various stakeholders across multiple companies and teams. Schedule meetings, appointments, and private commitments to ensure a seamless balance between company objectives and personal time.
- Private Travel and Logistics Coordination: Arrange private travel and accommodations for the Executive, handling all logistics to align with business commitments and personal schedules, ensuring seamless transitions between professional and personal obligations.
- Travel Coordination for the Management Team: Manage travel logistics for the Executive and other members of the management team, ensuring efficient and smooth experiences for business-related trips and events.
- Internal Task and OKR Management: Support the Executive in managing objectives and key results (OKRs) for direct reports, following up on tasks and progress to keep the team aligned and on track with strategic goals. Act as a liaison to ensure key deliverables are met and accountability is maintained across departments.
- Coordination with the Executive “Office Team”: Collaborate closely with other members of the Executive Office who oversee functions such as events, board meetings, and finance. Ensure seamless communication and workflow within the Executive Office, aligning efforts and coordinating schedules, resources, and priorities.
- Preparation and Support for Strategic Meetings: Assist with the preparation of materials, agendas, and documentation for board meetings, internal offsites, and strategy sessions. Ensure all necessary information is gathered, organized, and disseminated to optimize decision-making processes and meeting outcomes.
- Flexible, Self-Directed Work Style: Operate with autonomy and flexibility, managing your time effectively to meet deadlines and maintain the company’s flow. Work remotely, balancing independent work with proactive support for the Executive.
- Communication and Relationship Management: Serve as the primary contact point for the Executive with key external stakeholders, including investors, ultra-high-net-worth individuals (UHNW), and other business partners. Maintain professional, timely, and clear communication that reflects the company values and strategic interests.
- Administrative Management: Oversee daily administrative tasks, such as filing, expense tracking, ensuring an efficient, organized environment remotely. Manage confidential information with the highest discretion.
- Meeting Preparation and Follow-Up: Organize agendas, take minutes, and ensure follow-up on action items for meetings with the management team, board, and other key stakeholders. Provide structured support to keep projects moving forward and track deliverables.
- Project and Timeline Coordination: Assist with special projects and initiatives, coordinating timelines, deliverables, and communication across team members and external partners. Support smooth project execution by keeping everyone aligned and informed.
- Work-Life Balance Support: Help the Executive maintain a healthy balance between his professional responsibilities and family commitments. Proactively protect personal time by managing boundaries around work schedules, assisting with logistics for family-related events, and integrating this approach into overall calendar management.
- Alignment with Executive’s Vision and Values: Serve as a key partner in the Executive’s vision and leadership approach, supporting his commitment to presence, growth, and balance. Foster an environment that reflects the company culture of excellence, development, and sustainability.
Qualifications:
- Proven track record of 5+ years as an Executive Assistant or in a similar role supporting high-level executives.
- Exceptional organizational and time management skills, with the ability to prioritize tasks across multiple teams and initiatives.
- Exceptional empathy and experience in working with a diverse set of people from various backgrounds and cultures.
- Strong written and verbal communication skills in English, with experience handling communication with high-profile stakeholders.
- A proactive, problem-solving approach, with strong attention to detail and the ability to anticipate needs.
- High level of discretion, confidentiality, and reliability.
Executive Assistant employer: UBQ
Contact Detail:
UBQ Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for an Executive Assistant role. You never know who might have the inside scoop on openings or can put in a good word for you.
✨Tip Number 2
Nail that interview prep! Research UBQ.io thoroughly, understand their values, and think about how your skills align with their mission. Practise common interview questions and prepare some thoughtful ones to ask them too.
✨Tip Number 3
Show off your organisational skills! During interviews, share specific examples of how you've managed complex schedules or coordinated logistics in previous roles. This will demonstrate your fit for the Executive Assistant position.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you're genuinely interested in being part of the UBQ.io team.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your experience in managing calendars, travel logistics, and communication with high-profile stakeholders. We want to see how your skills align with our values of presence, leadership, and balance!
Showcase Your Organisational Skills: In your application, emphasise your exceptional organisational and time management skills. Give examples of how you've successfully prioritised tasks in high-stakes environments. This is key for us as we need someone who can juggle multiple responsibilities seamlessly.
Communicate Clearly: Your written communication should reflect the clarity and professionalism we value at UBQ.io. Make sure your application is free from typos and clearly outlines your relevant experience. Remember, this is your chance to make a great first impression!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows your initiative and interest in joining our team!
How to prepare for a job interview at UBQ
✨Know Your Executive
Before the interview, take some time to research the Executive you’ll be supporting. Understand their values, leadership style, and any recent projects they’ve been involved in. This will help you tailor your responses and show that you’re genuinely interested in aligning with their vision.
✨Master the Calendar Game
Since managing a demanding calendar is a key part of the role, come prepared with examples of how you've successfully managed complex schedules in the past. Be ready to discuss tools or methods you use to keep everything organised and efficient.
✨Showcase Your Communication Skills
As the primary contact for the Executive, strong communication is crucial. Prepare to demonstrate your written and verbal communication skills during the interview. You might even want to bring along a sample of a professional email or report you've crafted in the past.
✨Emphasise Your Problem-Solving Abilities
The role requires a proactive approach to anticipate needs and solve problems. Think of specific instances where you’ve identified potential issues before they arose and how you addressed them. This will highlight your ability to think on your feet and support the Executive effectively.