Executive Assistant

1 month ago

London, United Kingdom Wild at Heart Full time

Job title: Executive Assistant

 

Reporting to: Nikki Tibbles, Founder Wild at Heart and Founder of Wild at Heart Foundation

 

Hours: Full Time, 45 hours and to be occasionally available outside of these hours and weekends

 

Location: Flexi working - based 2-3 days a week in our office in Battersea, London, and Weighhouse Street with occasional working between Nikki’s homes in Notting Hill and Pulborough

 

Summary: A rare opportunity to work in a varied and exciting role assisting the founder of London’s leading florist and event business and Founder of Wild at Heart Foundation, an animal welfare charity working to compassionately reduce the world’s 600 million stray dog population

 

Immediate start ideal

 

Executive Assistant support:

  • Gatekeeper – acting as a ‘go to’ for the team and Nikki, sometimes making executive decisions on her behalf
  • Complex diary management - setting reminders and preparing relevant material for meetings, occasionally taking minutes, with ability to accommodate last minute changes.
  • Inbox management - replying if required on behalf of Nikki, flagging up important emails, setting up a logical system to manage emails, deleting junk etc
  • Facilitate regular team meetings – ensuring regular updates and follow ups are actioned.
  • Database management - personal and business
  • Expenses – dealing with all of Nikki’s business expenses
  • UK and International travel – coordinating and booking of all travel, organizing appropriate documentation where needed.
  • New business – support in research of new opportunities, outreach and development of relationships thereafter
  • Project Management - Ad hoc support & management of various business tasks
  • Ad hoc support with client events

New Business/Project Management

· Active role in driving new business opportunities

· Nurturing new client relationships

· Attending client meetings with founder and writing minutes ensuring actions are followed up

· Researching new business opportunities

· Cross collaboration projects to drive new business

Ad-hoc Personal support:

  • Property Management – dealing with all home-related issues (current tenants, bills, repairs, insurance) for two homes
  • Vehicle Management – dealing with all car related issues (MOT, insurance, legal, repairs)
  • Scheduling of all personal appointments
  • Finance support and management – tax preparation, invoices etc
  • Updating software and syncing devices - Apple software
  • PR – filtering requests, coordinating interviews

 

Requirements

 

Background:

  • Must love dogs
  • At least five years’ experience in an PA/EA or organisational role
  • Business development experience ideal

 

Technical skills:

  • Considerable experience in Apple software and devices (iphone, ipad, mac), plus use of Microsoft software (Word, Excel etc)
  • Preferably use of database software to manage contacts
  • Driving license and own car

 

Personality:

  • Strong communication skills
  • Very proactive, with heaps of common-sense
  • A flexible, patient, can-do approach
  • Extremely well-organized, methodical and efficient, and able to use initiative
  • Ability to provide high level support in a demanding environment
  • Ability to multitask and support more than one individual
  • Strong work ethic and ability to take proactive ownership of assigned duties
  • Discreet, professional and client facing

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