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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 £ 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.
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 in London employer: UBQ
Contact Detail:
UBQ Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant in London
✨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. Practice 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 travel plans. This will demonstrate your ability to handle the demands of the role.
✨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 in London
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your relevant experience and skills that align with UBQ.io's values and the specific responsibilities mentioned in the job description.
Showcase Your Communication Skills: Since this role involves a lot of communication with high-profile stakeholders, it's crucial to demonstrate your written and verbal communication skills. Use clear, concise language and make sure your application is free from errors.
Highlight Your Organisational Skills: As an Executive Assistant, you'll need to juggle multiple tasks and priorities. Use your application to showcase examples of how you've successfully managed complex schedules or projects in the past.
Apply Through Our Website: We encourage you to apply directly through our website. This way, your application will be processed more efficiently, and you'll have the chance to explore more about our company culture and values while you're at it!
How to prepare for a job interview at UBQ
✨Know Your Executive's World
Before the interview, dive deep into UBQ.io's mission and values. Understand how the role of an Executive Assistant fits into their vision of sustainability and innovation. This will help you align your answers with what they value most.
✨Showcase Your Organisational Skills
Prepare examples that highlight your exceptional organisational and time management skills. Be ready to discuss how you've successfully managed complex calendars or coordinated travel logistics in previous roles. Specific anecdotes will make your experience more relatable.
✨Communicate Like a Pro
Since you'll be the primary contact for key stakeholders, practice articulating your thoughts clearly and confidently. Consider role-playing common scenarios you might face, such as handling a last-minute schedule change or communicating with high-profile individuals.
✨Demonstrate Flexibility and Autonomy
UBQ.io values a flexible work style, so be prepared to discuss how you've thrived in self-directed environments. Share instances where you've taken initiative or adapted quickly to changing priorities, showcasing your proactive problem-solving approach.