Executive Assistant to the CEO

As an Executive Assistant to the CEO you are responsible for providing administrative support and where appropriate, for contributing to other tasks assigned to Tom, enabling him to use his time as effectively as possible. 

Your main focuses for achieving this are organisation of Tom’s calendar, facilitation of company-wide communications, such as a weekly newsletter and monthly podcast, preparation of Tom’s expense reports, and booking of any required travel and accommodation. In order to free up as much of Tom’s time as possible you will also handle some correspondence on his behalf such as internal Slack messages from employees, and also coordinate bi-weekly Operations Team meetings, sharing agendas and minutes with the team. You will often be required to assist with documentation such as writing first drafts of H2 posts and/or proofreading. You should also be prepared to identify additional areas where you can assist or support.

You will be required to liaise with colleagues in other teams and departments as well as external organisations such as training providers. You are also expected to document any procedures and processes involved in this role in a suitable location such as a staff handbook. 

Skills

  • Ability to produce budgets and run financial reports
  • Good computer literacy, including spreadsheet and word processing experience
  • Good research skills
  • Ability to manage the logistics of complex events
  • Excellent communication skills
  • Ability to work with diverse people with competing demands
  • Good attention to detail
  • Ability to prioritise your own work

Responsibilities

  • Calendar management
  • Booking travel and accommodation
  • Updating Tom with key employee dates
  • Making a template each week for the Friday company update
  • Coordination of the Operations Team 
  • Coordination and editing of monthly podcast recordings
  • Document drafting and/or proofreading as required 
  • Updating and creating staff handbook pages
  • Preparation of reimbursable expense reports 
  • Miscellaneous GitHub issues & triaging Slack pings 
  • Support and acting as a backup for other members of Operations
  • Providing financial reports to the Operations team
  • Managing administrative tasks
  • Assisting with the organisation of in-person and online events

Relationships

  • Reports to: CEO
  • Works with: Operations Team, Company