Executive Assistant

Job title: Executive Assistant

Reporting to: Nikki Tibbles, Founder Wild at Heart and Founder of Wild at Heart Foundation

Hours: Full Time, 45 hours and to be occasionally available outside of these hours and weekends

Location: Flexi working – based 2-3 days a week in our office in Battersea, London, with occasional working between Nikki’s homes in Notting Hill and Pulborough

Summary: A rare opportunity to work in a varied and exciting role assisting the founder of London’s leading florist and event business and Founder of Wild at Heart Foundation, an animal welfare charity working to compassionately reduce the world’s 600 million stray dog population

Job Specification:

Executive Assistant support

• Gatekeeper – acting as a ‘go to’ for the team and Nikki, sometimes making executive decisions on her behalf.

• Complex diary management – setting reminders and preparing relevant material for meetings, occasionally taking minutes, with the ability to accommodate last minute changes

• Inbox management – replying and drafting if required on behalf of Nikki, flagging up important emails, deleting junk etc.

• Expenses – dealing with all of Nikki’s business expenses

• UK and International travel – coordinating and booking of all travel, organising appropriate documentation where needed

• Ad hoc support with client events

• Ad hoc support with the Wild at Heart Foundation

New Business/Project Management

• Active role in driving new business opportunities

• Nurturing new client relationships

• Attending client meetings and writing minutes ensuring actions are followed up on

• Researching possible new business opportunities

• Cross collaboration projects to drive new business

Ad-hoc Personal support

• Property Management – dealing with all home-related issues (bills, repairs, insurance) for two homes

• Vehicle Management – dealing with all car related issues (MOT, insurance, legal, repairs)

• Scheduling of all personal appointments

• Finance support and management – invoices, monitoring accounts etc.

• PR – filtering requests, coordinating interviews

• Personal inbox management

• Whatsapp management – flagging important messages etc.

Requirements:

Technical skills

• Considerable experience in Apple software and devices (iPhone, iPad, mac), plus use of Microsoft software (Outlook, Word, Excel etc)

• Preferably use of database software to manage contacts in Pipedrive

• Strong with dictation, reasonable typing speed

Personality

• Strong communication skills

• Very proactive, with heaps of common-sense

• A calm, flexible, patient, can-do approach

• Extremely well-organized, methodical and efficient, and able to use initiative

• Ability to provide high level support in a demanding environment

• Ability to multitask

• Strong work ethic and ability to take proactive ownership of assigned duties

• Discreet, professional and client facing

Background:

• Must love dogs!
• At least five years’ experience in an PA/EA or organisational role
• Business development experience ideal