Personal Assistant London, England
Job description
Dr Frances Prenna Jones is looking for a highly organised EA with excellent written and communication skills and the ability to be self-managed.
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.
This position is a hybrid WFH and Central London role.
This role has been created to help Dr Jones overcome the overwhelm of running multiple businesses. Your job is to decrease stress by being super organized, flexible, and anticipating roadblocks before they occur whilst constantly developing the friendly, collaborative, growth mindset culture we pride ourselves on.
Dr Frances Prenna Jones is a Private Medical Aesthetics, Skincare and Wellness Clinic
1. Clinic Operations.
· Compliances, stock, and building maintenance.
2. Patient/customer journey/email list building.
· Be responsible from start to finish for the whole customer journey. 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.
3. 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.
4. Diary management, communication and bookings-
· 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.
5. 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 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 the Dr can use to build on and finalise.
6. 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.
7. Community
· Along with the entire team, you will grow and maintain our community by constantly improving our customer journey and building our email list and weekly newsletter.
8. Reporting
· Depending on the time of year and company priorities, you will frequently prepare and send reports to the DR.
· In addition to sending relevant periodic company reports, you will also be expected to send a brief report 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.
9.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 the CEO 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 means you will be exposed 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.
Genuine enthusiasm and knowledge of Health, Wellness, female entrepreneurship, and community building. We live our brand values.
A team player with flawless attention to detail and strong organisational skills
Self-managed individual, adaptable to changing priorities and proven experience at multi-tasking and pivoting priorities where necessary.
You MUST be a Mac user-Proficient in Microsoft suite (Excel, Outlook, Teams, Word) CRM platforms and other project management tools (Asana, Slack...)
SCHEDULE
We are looking for a minimum commitment of 20 hours a week part-time. Monday-Friday. With some flexibility and change based on workload per week. The role is mostly remote. However occasionally you will be required to work in central London. Therefore you must be able and willing to travel to Central London.
Salary:- £43,000-£52,000 pro rata depending on experience with an excellent bonus package and benefits.
If you feel this sounds like you, we would love to hear from you.
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: Part-time
Location: Hybrid- Central London/WFH
Job Type: Part-time
Part-time hours: 20 per week
Salary: £43,000.00-£52,000.00 per year
Benefits:
- Company events
- Employee discount
- On-site parking
- Work from home
Schedule:
- Monday to Friday
Work Location: Hybrid remote in London
Reference ID: pa-23
Expected start date: 17/04/2023
