Executive Assistant
5 days ago
ALR Music provide exclusive artists for exceptional events. By creating, managing and styling each act in house, they have established themselves as the ultimate music curators for parties, weddings and brand events in the UK and around the world.
The Founder & CEO is looking for an experienced, high calibre Executive Assistant to join him during this period of expansion for this young, thriving company. This is a varied and exciting opportunity and would suit someone with energy, drive and a talent for exceptional organisation.
Role Overview: Executive Assistant
You have strong experience in a similar role, supporting a CEO/Director within an international, fast paced, and dynamic environment.
Not only will you have a precise attention to detail and the ability to multitask, but you will be able to juggle, and be unfazed by, changing priorities. You will strive to improve processes and productivity, and, as a confident and independent thinker, you will have a have a great work ethic and an enthusiastic and flexible attitude to the tasks you are set.
You will have excellent communication skills, both written and verbal. A great command of the English language is crucial, and you will be comfortable drafting or proofreading emails, biographies, press releases and company presentations. Above all you will be incredibly organised and enjoy the challenge of supporting a busy CEO and managing his pressurised lifestyle and timescales.
You will work closely with each member of the team and need to quickly gain an excellent understanding of the inner workings of each section of the business. An interest in Music and/or Events is key.
The role will be based in the office in Soho (4 days in the office / 1 day from home. Working hours: Monday to Friday, 10am – 6pm (additional hours as required). 25 days holiday.
Responsibilities include:
Executive Assistance to CEOn·
Coordinate and manage a complex diary, scheduling meetings, appointments, and travel arrangements, whilst always anticipating and proactively addressing any scheduling conflicts.n·
Deal with a broad spectrum of people including very senior individuals and VIP clients, this could include email correspondence, phone calls and attending in-person meetings.n·
After internal/external or video calls, organise follow-up paperwork, and reminders for further meetings/tasks.n·
Arrange travel including flights, ground transportation and accommodation and prepare itineraries and
travel packs.n·
Assist with writing emails, biographies, press releases and company presentations.n·
Manage and submit expenses.n·
Handle sensitive information with the utmost confidentiality and discretion.n·
Manage confidential documents and maintain secure records.n·
Act as a gatekeeper, filtering and redirecting requests as appropriate.
Personal Assistance to CEOn·
Organise personal travel.n·
Liaison with family and management of personal diary.n·
Ad hoc personal tasks such as dry cleaning, dinner reservations and organising personal meetings and appointments.
Wider Company Supportn·
Work closely with members of the senior team on behalf of the CEO, and act as a channel of communication between team members and the CEO.n·
Organise internal meetings with other team members.n·
Support other members of the team with urgent issues.n·
Organise company and team events, such as Christmas Party and company offsites.n·
Utilise the company software systems, including Monday.com and QWILR, to report relevant data to CEO and create company pitches and presentations.n·
Coordinate the design and build of a new 3 rd
floor office space.n·
Manage two office floors by maintaining the boardroom calendar, as well as buying necessary office items including furniture, décor and other required items.n·
Manage office supply orders.n·
Manage the annual client gift order as well as ad hoc gifting throughout the year.n·
Coordinate with 3rd party suppliers such as building management, cleaning service, phone answering service, IT company, insurance brokers.
Key personal attributesn·
Strong experience in a similar role supporting a CEO within an international, fast paced, and dynamic environment.n·
Technical acumen with strong IT skills ( including Microsoft Office (Powerpoint, Excel) and experience working on Mac) , with experience, knowledge and capabilities that will benefit the business.n·
Excellent planning and organisational capabilities with a keen eye for detail.n·
A naturally collaborative team player
who is self-motivated, proactive and flexible to changing circumstances.n·
Positive, enthusiastic, and adaptable mind set with a “can do attitude”.n·
Natural problem solver who can remain calm under pressure.
Benefitsn·
A competitive salary with a bonus structuren·
Nest pension contributionn·
Collaborative and dynamic work environmentn·
Office based in Soho, Central London, with Fridays working from homen·
25 days holiday, plus bank holidaysn·
Working hours 10am – 6pm, although some evening and weekend work may be required due to the nature of CEO’s travel and the event business.
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