Executive Assistant

Summary

Join UNiDAYS as a highly skilled and proactive Executive Assistant, providing comprehensive support to the COO and CFO. This pivotal role involves managing complex calendars, coordinating communications, and spearheading special projects. You will be responsible for travel arrangements, drafting documents, acting as a liaison, and tracking actions. Administrative tasks include expense reports, data research, and team assistance. The ideal candidate possesses exceptional organizational and time management skills, excellent communication, discretion, proactivity, adaptability, and technological proficiency. This role offers a fast-paced environment with opportunities for significant impact and career growth. Remote work within the UK is available with occasional travel to London or Nottingham campuses.

Requirements

• Exceptional organisational and time management skills: The ability to multitask, prioritise effectively, and manage a constantly shifting workload
• Excellent communication: Both written and verbal, with strong attention to detail and a professional demeanor
• Discretion and confidentiality: Handling sensitive information with utmost integrity
• Proactivity and initiative: Anticipating needs and taking action without explicit instruction
• Adaptability and flexibility: The ability to adjust to diverse situations and changing demands
• Technological proficiency: Able to work across Google Docs Suite and Microsoft Office Suite. Familiarity with AI tools to drive efficiency across your own and COO/CFO workload
• Problem-solving and decision-making skills: Quickly analysing situations and finding effective solutions. Able to act as effective gatekeeper to COO and CFO
• Strong interpersonal skills: Building relationships and communicating effectively with people at all levels
• Business acumen: Understanding the company's goals and priorities to align their support effectively
• Several years of executive level support to Executives and/or Directors, ideally in a fast paced, high growth business

Responsibilities

• Calendar and Schedule Management
• Diary management: Strategically managing the executive's time, prioritising appointments, and handling scheduling conflicts
• Meeting coordination: Planning, scheduling, and setting up meetings (in-person or virtual), including preparing agendas, managing attendees, drafting presentation materials, and taking minutes
• Travel arrangements: Booking flights, accommodations, transportation, and creating detailed itineraries for business trips
• Communication and Correspondence
• Email management: Screening incoming emails, responding on behalf of the executive, and prioritising important communications
• Drafting documents: Preparing professional correspondence, memos, reports, presentations, and other documents, often handling sensitive and confidential information
• Liaison: Acting as a point of contact between the executive and internal staff, clients, external stakeholders, and even board members
• Action Tracking: Taking clear actions from meetings, following up with owners to ensure completions and ensuring clear visibility on action status
• Administrative and Team Management
• Expense reports and budgeting: Compiling and submitting expense reports, and assisting with budget monitoring if required
• Data and research: Conducting research, gathering information, and compiling data to support the executive's decision-making and projects
• Team Assistance: Supporting executive and key leaders with team events, onboarding / offboarding employees and coordinating key performance review periods
• Executive Networking: Managing external speaking and networking opportunities for executives
• Project and Office Support
• Office organisation: Work with People Team to manage office supplies, and ensure the workspace is fit for purpose
• Project management Support: Overseeing and tracking specific sensitive projects, ensuring deadlines are met, and following up on outstanding items
• Strategic involvement: Providing insights, preparing briefing materials, and even standing in for the executive in certain meetings
• You will evaluate and measure your own performance and seek feedback for continuous improvement. You also commit to regular check-ins with your line manager and to be proactive in completing your quarterly, Mid-Year and End of Year reviews to ensure your manager has enough time to complete before the deadline

Preferred Qualifications

International/multinational experience a plus

Benefits

• 25 days holiday per year increasing with length of service, plus flexible bank holidays
• Competitive salaries
• 4pm finishes every Friday
• Company bonus scheme
• Company pension scheme
• Private health insurance (Vitality)
• Income protection policy
• Life assurance policy
• Employee Assistance Program
• Enhanced parental leave pay
• Core hours with flexibility around how/when you manage your time
• Regular team building activities
• The latest tech and hardware will be supplied from day one
• Good Vibes Program: we know we’ve all had to adapt to new ways of working and UNiDAYS has always taken pride in the community we’ve created in the office but we’re just as committed to creating an innovative approach to fostering connections and improving engagement outside of the office! We want to boost your remote working experience so think virtual parties, pottery classes, wellness classes and guest speakers just to name a few!
• Support for home working for all new team members. We will help assess your home set up and you can expense £150 towards any additional furniture you may need to be safe and comfortable when working from home