Administrative Assistant London, England
Job description
Hey, I am Dr. Frances Prenna Jones, and I am excited to announce that my small team is expanding. I am looking for a highly organised administrative Executive Assistant with excellent written and communication skills and the ability to be self-managed.
This is an entry-level managerial role with huge potential for career growth.
Whilst I am a Medical Doctor, this isn't a medical role. I am looking for someone who shares my passion for all things wellness and beauty.
The successful candidate will relish owning a crucial part of the growth of an exciting brand and the company culture within a small new team and the opportunity for their role to develop into a key management position.
You will be based in Central London. With a potential for hybrid/ WFH next year (2024)
I have created the role to help me overcome the overwhelm of running multiple businesses. Your job is to decrease stress by being super organised, flexible, and anticipating roadblocks before they occur whilst constantly developing the friendly, collaborative, growth mindset culture we pride ourselves on.
I run a highly successful Private Medical Aesthetics, Skincare and Wellness Clinic and multiple other projects.
1. Patient/customer journey/email list building.
The main project I am focusing on for Q/4 is our Customer journey. Therefore you will be responsible from start to finish for the whole customer journey project. Ideally, you will have experience with CRM platforms- We use Active Campaign. You know how to integrate the entire process or be willing to learn.
2. Playbooks/operations manuals.
You will be responsible for writing, reviewing and continuously updating these. Graphic design experience is optional. However, a basic working knowledge/ability to learn Canva is ESSENTIAL.
3. Diary management and in-box -
Try to keep my email inbox zero and action where necessary.
Share responsibility and pick up any shortfalls with the reception/customer service team for appointment bookings, diary, and patient queries during busy times/annual days leave/sickness.
4. Admin & project management
Prepare agendas, organise meetings, attend meetings, and transcribe correspondence. Assign tasks to the project management system where necessary. - Follow up on deliverables after a meeting.
Working knowledge or ability to learn (and demonstrate this learning) cloud-based project management tools such as Teams project/Asana is ESSENTIAL.
Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organised files.
Create initial documents/presentations that I can use to build on and finalise.
5. Sales and marketing
Daily checks on the website to ensure all is functioning as expected. Either resolve any issues yourself or report to the website developer or fulfilment team.
Support with posting on social media, as well as handling DMs.
Newsletter- Whilst you will not be directly responsible for writing our newsletter, you must ensure it goes out on time every week - via our CRM and is fact-checked.
6. Community
Along with the entire team, you will grow and maintain our community by constantly improving our customer journey and building our email list, weekly newsletter. and Social Media
7. Reporting
Depending on the time of year and company priorities, you will frequently prepare and send reports to myself
In addition to sending relevant periodic company reports, you will also be expected to send a brief report/update at the end of each week, detailing where you are at with projects, any questions/blockers you have, and what's upcoming in the next week-month.
8. Relationships
Maintaining important business, affiliate, and personal relationships through making sure communication is timely and important events (both personal and professional) are remembered.
Sending sample products, flowers, gifts and cards where necessary. Planning in advance to whom we may want to send sample products +/- thank you notes or gifts, and continuously noting preferences, budgets and messaging.
Although these will be your primary responsibilities, working in an exciting and growing business will expose you to many other aspects of the company. Hence, genuine enthusiasm and willingness to get involved are essential.
Ideal Candidate
3+ years' experience in a similar role. Working in a small entrepreneurial setting/or as a private Medical secretary.
You really must have genuine demonstrable enthusiasm and knowledge of Health, Wellness, Female entrepreneurship, and community building. We live our brand values.
Self-managed individual, adaptable to changing priorities and proven experience at multi-tasking and pivoting priorities where necessary
A team player with flawless attention to detail and strong organisational skills
You must demonstrate previous experience managing projects and be highly efficient at using project management tools, e.g. Teams (Asana, Slack...)
It is ESSENTIAL that you are a Mac user-Proficient in Microsoft suite (Excel, Outlook, Teams, Word)
You must have experience with CRM platforms
Bonus if you have experience working with WordPress
SCHEDULE
This is a full-time in person role, Monday to Friday
Based in central London
With some flexibility and change based on workload per week and remote work once you are up to speed with the day to day running of the company.
Salary:- depending on experience, with an excellent bonus package and benefits.
If you feel this sounds like you, I would love to hear from you. Feel free to DM me on instagram
TIP- Due to the high volume of applicants, _ ONLY CANDIDATES WHO SUBMIT AN UP-TO-DATE CV AND A SHORT COVERING LETTER EXPLAINING WHY THEY FEEL THEY WOULD BE A GOOD FIT FOR THE ROLE WILL BE CONSIDERED.
Job Type: Full-time
Salary: £35,000.00-£43,000.00 per year
Benefits:
- Company pension
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's (required)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 3 years (required)
- Project management: 1 year (preferred)
- personal assistant: 1 year (preferred)
Language:
- English (required)
Work Location: In person
Application deadline: 28/09/2023
Reference ID: EA-9-23
Expected start date: 25/09/2023
