Executive Assistant London, England
Job description
ROLE OVERVIEW
Croud is a digital marketing agency with a unique business model, recently named a Sunday Times Best Place to Work 2023.
The Executive Assistant will have a significant and indispensable impact at Croud. As a key partner to our CEO & Founder, your primary responsibilities will encompass efficiently managing and coordinating various aspects of the CEO's daily activities. This will entail meticulous scheduling and attending confidential leadership meetings, where you will take detailed notes and follow up on action points. Essentially, you will serve as the right-hand to our Founder, providing crucial support.
Croud operates a hybrid working model, where this specific role necessitates a minimum of 4 days per week at our London office, with the flexibility to work from home on the remaining day if preferred.
RESPONSIBILITIES
Diary Management:
- Act as the gatekeeper for the executive's schedule, coordinating all meetings and engagements
- Proactively plan and manage the diary, ensuring a balanced workload and respecting the executive's personal time.
- Evaluate the necessity of attendance and explore alternative representation options for certain meetings
Meeting Coordination:
- Efficiently manage and resolve any scheduling conflicts that may arise between meetings
- Collaborate with other team members, particularly the office managers, to handle London onsite management effectively
- Schedule and attend internal and external meetings with the CEO, keeping extensive notes, maintaining confidentiality and turning the data into presentations and decks when asked and appropriate
Email Management:
- Monitor and organise the CEO's inbox, ensuring important emails are prioritised and attended to promptly
- Identify and manage spam and suggest emails for deletion when appropriate, and assist in organising and responding as needed
Event Planning and Venue Selection:
- Possess knowledge of suitable venues, restaurants, and event spaces for business engagements
- Assist in organising company events and meetings, considering logistics and preferences
Personal Assistance:
- Provide limited support for personal tasks such as gathering documents for accountants, minor travel arrangements, and organising home-related matters
Travel Arrangements:
- Plan and manage all travel arrangements, including flights, trains, and accommodation, in advance
- Coordinate with relevant team members to ensure smooth travel experiences.
- Arrange transportation for meetings and appointments when necessary
Hospitality and Catering:
- Ensure breakfasts and lunches are provided for the CEO and guests during busy periods
- Coordinate catering for meetings as required
Expense Management:
- Take ownership of tracking and managing expenses, organising receipts, and reconciling work-related expenses between the work card and personal accounts
Out-of-hours Availability:
- Be available for occasional after-hours support, especially when the CEO is in a different time zone, such as during trips to the US
Daily In-person Meeting:
- Attend the daily 9 am meeting with the executive and take detailed notes for reference and action items
Key Meeting Support:
- Attend important meetings with the CEO, providing note-taking and assistance during discussions as needed
- Ensure the right information is communicated to the appropriate audience, internally and externally
PERSON SPECIFICATION
- Excellent workload prioritisation and ability to multi-task whilst maintaining high levels of attention to detail and meeting interdepartmental deadlines
- Confidentiality & discretion
- Proven success in previous Agency Role
- Outstanding oral and written communication skills, including the ability to establish rapport with executives
- Demonstrated evidence-based leadership capabilities, making appropriate executive decisions within the area of responsibility.
- Comfortable with ambiguity, change and demonstrating resilience and ability to work at pace
- Proven acumen to handle complex situations and multiple responsibilities, bringing calm and focus when needed
- Meticulous attention to detail while ensuring quick project turnaround times.
COMPANY BENEFITS
Croud offers a clear path to progression for all members of staff. We are committed to offering development opportunities alongside a support system of regular performance reviews. The opportunities are endless!
On completion of the three-month probation period, every employee is eligible for the benefits listed on our careers site which include:
- 25 days holiday a year
- Discretionary annual performance based incentive (up to 5% of annual base salary)
- Sale commission
- Recruitment referrals bonus
- Gym membership contributions
- Ride to Work scheme
- Railcard
- Season Ticket loan
- Home office chair and home office screen
- Free fruit, breakfast cereals, snacks and tea & coffee in the office
- Enhanced maternity and paternity package
- Life insurance and income protection
- Medical Cash Plan
- Pension
- LinkedIn Learning and access to Croud Campus (our bespoke learning and development platform)
- Peer to peer recognition scheme 'bonusly'
Standard hours are from 9.00am to 17:30pm, there’s flexibility if agreed in advance with your line managers (it may also be necessary on occasions to work outside of these hours).
Croud is an equal opportunity employer and does not discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. All candidates will be assessed based on merit, qualifications and their ability to perform the requirements of the role.
