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Executive assistant
2 months ago
Closing date for applications: 10am, Wednesday 11th September 2024
Salary: £30,000 to £40,000 dependent on experience
We are looking for an executive assistant to the Founder & CEO at 59, joining our expanding London Studio and supporting the delivery of an ambitious portfolio of global design projects across industries and markets.
The successful candidate will play a key role in the business-critical coordination and administration of the CEO's time and capacity-planning, communication and travel. A particular challenge is balancing the current CEO's dual-role as both CEO and director of projects.
This is an opportunity to join a growing team and a globally-recognised studio. Excellent organisation skills, strong initiative, clear and efficient communications skills, and close attention to detail are key requirements for the role, as well as a good ability to use a range of IT tools and software.
We are looking for a candidate with demonstrable experience in a similar or equivalent role in a fast-paced and entrepreneurial environment, ideally working with a founder or director-level business executive. Experience working in the creative industries could be an asset to the role but not essential, as is experience working across time zones.
As this is a new role, capacity will be assessed at an appropriate time – additional EA support to one or more of the other 3 directors may also be added to the role responsibilities.
Responsibilities
Act as a facilitator and enabler of communication between the CEO, the wider company, and clientsWork closely with the CEO to understand priorities for his time and capacityComplex diary coordination, organising meetings - both conference/video calls and in-person - and being reactive to schedule and/or availability changesNavigate capacity between the CEOs joint responsibilities as CEO and Project Director, in collaboration with the Head of Studio and studio planningScreen and triage emails, calls, and coordinate enquiries and requestsLiaise with the design team to source and create relevant project documentation and presentations for the CEO's useWelcome guests to meetings and arranging catering, refreshments and/or restaurant bookings as required on behalf of the CEOEnsure the CEO is equipped to be well-prepared for meetings with design and portfolio materials made available to the highest qualityMinute meetings and note action points for the CEO as required, and disseminate those action points to other team membersMaintain oversight of the company's key business development relationships through the CRM and monitoring the progress and success of relationships with current stakeholders and future leads Book flights/accommodation and produce travel itineraries for the CEO's business trips Manage the CEO's business expenses Manage the CEO's timesheetsCollate information and assist in the preparation of reports for 59 Board Meetings Support and champion a high-performing culture across 59Undertake other work as reasonably required by the companyContribute to 59's work around Sustainability, Belonging & Inclusion and Universal Design. Knowledge, skills and experienceEssential
Demonstrable high level experience (approximately 3+ years) as an Executive Assistant supporting at Founder, Director and/or C-Suite level Excellent organisational and prioritisation skills with a proven capability to multitask, coordinate a demanding workload and remain agile to evolving and ever-changing circumstancesExperience supporting a business leader to deliver business-critical information across their interactions including but not limited to creating presentation decksExperience minuting meetings and diligently drawing out action notes for the CEO to follow-upExperience acting as the first point of contact for a business leader, deciphering communication prioritiesExperience sustaining key relationships with a variety of stakeholders and business critical networks including hosting and catering as appropriateDemonstrable experience managing complex travel & accommodation arrangements including producing travel itinerariesAbility to treat confidential information with absolute discretion High levels of flexibility and adaptability Strong interpersonal skills and attention to detailStrong skills across Google-suite tools, Slack, CRMs and other organisational softwaresStrong written and verbal communication skills Desirable Experience working as an EA to multiple Directors and/or C-SuiteExperience using InDesignExperience of a Design Studio or similar professional creative environment More details on how to apply can be found via the Apply button. If you would like to arrange a chat with the Chief Operating Officer, to discuss the role in more detail in advance of applying, please contact us at – we're very happy to facilitate this.We actively encourage people from a variety of backgrounds to apply for this role. We believe a diverse range of voices, experiences and skills will help to inform, enrich and develop our working practices. We welcome and encourage applications from candidates who are under-represented in the creative industries.
Please make sure that you state in your application that you found this role via Creative Access.
