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Executive Assistant

4 months ago

United Kingdom MySweetSmile Full time

Join MySweetSmile, the UK's leading home teeth whitening and oral care brand, awarded 'Best Teeth Whitening Product' for two consecutive years by The Independent's IndyBest. With over 500,000 smiling customers, we’re on a mission to enhance smiles across the globe and are seeking a dedicated and highly organised Executive Assistant to support our Managing Director. This pivotal role will ensure seamless management of communications, schedules, and key business processes, with a strong focus on e-commerce operations.

Roles and Responsibilities:

As an Executive Assistant at MySweetSmile, you will:

Communication Management:

  • Act as a gatekeeper for the Managing Director’s communications, including managing the email inbox, messages, and phone calls.
  • Prioritise and filter communications, ensuring only the most critical and relevant items reach the MD.
  • Draft and manage professional correspondence on behalf of the MD.

Calendar and Scheduling:

  • Manage and optimise the MD’s calendar, coordinating meetings, appointments, and travel arrangements.
  • Ensure all engagements are scheduled efficiently, with reminders and follow-ups as needed.
  • Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion.

E-commerce Operations:

  • Oversee and support basic tasks related to Shopify and Amazon, including product listing updates and sales performance tracking.
  • Assist in managing paid advertising efforts, ensuring alignment with overall business strategies.
  • Conduct periodic reviews of e-commerce performance, providing insights and recommendations to the MD.

Project and Task Coordination:

  • Coordinate with various departments to ensure alignment on company projects and initiatives.
  • Track project progress, deliverables, and timelines, providing updates to the MD and ensuring deadlines are met.
  • Prepare detailed reports summarising project statuses, findings, and recommendations.

Administrative Efficiency:

  • Handle confidential information with discretion, maintaining efficient administrative processes.
  • Develop and maintain filing systems and oversee office operations, ensuring seamless workflow and productivity.
  • Facilitate regular updates on ongoing projects, tracking progress, and ensuring all teams are up to speed.

Business Support:

  • Assist with high-level business tasks such as payroll, data entry, and reviewing escalations.
  • Provide support in the preparation of business documents, financial reports, and strategic plans.

Process Improvement:

  • Identify and implement improvements to enhance administrative and operational efficiency.
  • Develop and update standard operating procedures (SOPs) for recurring tasks and new processes.

Qualifications Needed

  • Minimum of 3+ years of experience as an Executive Assistant, preferably with a background in e-commerce or digital business.
  • Proven experience in managing executive communications, and schedules, and handling confidential information.
  • Strong understanding of e-commerce platforms (Shopify, Amazon) and paid advertising tools.
  • Proficient in managing email inboxes, calendars, professional correspondence and travel planning.
  • Excellent project management skills with the ability to oversee multiple tasks simultaneously and meet deadlines.
  • Exceptional communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels.
  • Proficient in Google Office Suite (Drive, Sheets, Docs) and familiarity with project management tools and software, such as Notion.
  • A high degree of professionalism, integrity, and discretion in handling sensitive information.

Skills Needed

  • Organisational Mastery: Expert at managing and prioritizing a diverse range of tasks and responsibilities efficiently.
  • Effective Communication: Skilled in professional correspondence and clear, concise communication with a variety of stakeholders.
  • Analytical Thinking: Proficient in analysing data and providing actionable insights to support business decisions.
  • Adaptability: Flexible and responsive to changing priorities and deadlines, with a proactive approach to problem-solving.
  • Technological Savvy: Comfortable using digital tools and software to enhance productivity and streamline tasks.

What You'll Get

  • Competitive salary package and a company-wide reward and incentive scheme.
  • Comprehensive training and support for professional development.
  • Regular performance reviews and clear goal-setting, backed by incentives.
  • A collaborative, supportive environment driven by a global remote team with a true purpose and vision, together on a journey of growth and self-development.
  • Flexible working hours with an expectation of prompt and efficient communication.

Who This Role Is Not For

  • Individuals seeking a routine 9-5 job. We are looking for a committed Executive Assistant ready to engage at multiple levels of the business, handle diverse tasks, and significantly impact MySweetSmile’s growth and efficiency.

Remuneration

  • Highly competitive, based on experience.

Want In?

  • Apply with your CV via LinkedIn.