Executive Assistant

**About Us**

Jellyhound is an established support company of 10+ years specialising in Website support, specialising in helping people get the most out of the popular open source content management software, WordPress, through support, development and education.

It is a small company with 4 employees but with a well-established history of success, Jellyhound is now poised for rapid expansion and further advancement.

Whilst Jellyhound is a technology focused company it is looking to further develop the educational side through events and interactive media. We are gradually transitioning from a service oriented business to a membership based organisation, with a goal of delivering peace of mind, education, inspiration and business success to all our members.

**Overview of the Role**

We are seeking an experienced and highly organised Executive Assistant to provide support to our executive team including our Managing Director, Support Director, Technical Director and Executive Director. This will cover a diverse range of the business function, from administration, finance, comms, marketing and support.

You will provide a solid foundation to the team for future growth moving forward, you will be exposed to high level discussions and have an insight into decision making and strategy development, you will be tasked with helping manage and develop departmental processes and keeping day to day operations organised and running smoothly.

We’ll be there for you as well, to help you further your career and further develop your skills and abilities.

**Responsibilities**
- Supporting department heads and senior management, managing correspondence and preparing reports.
- Staying up to date with industry developments and incorporating new technologies and processes into the business
- Ensuring departmental KPIs are being actioned and tracked
- Documenting, transcribing, and distributing minutes of meetings.
- Analysing data and developing effective plans and strategies to improve operations and achieve company goals
- Managing and reminding the board of important tasks and deadlines.
- Coordinating travel arrangements
- Promoting company culture and high morale
- Managing all aspects of HR, including recruitment, contracts, onboarding and training
- Planning, scheduling and managing staff schedules for company events, training etc
- Maintaining office equipment, printer, internet connection, and liaise with providers
- Bookkeeping including preparing and reconciling expenses
- Handling inbound billing enquiries
- Handling outbound customer communications, such as: arranging quarterly meetings, informing customers of new services and software, and utilising Active Campaign software.
- Managing and organising documents, such as: helping to create proposals and collecting digital signatures for contracts, managing sales processes and raising/chasing invoices
- Developing and overseeing internal processes for all departments
- Onboarding customers to support
- Posting to Facebook / Instagram / Other social media and events websites
- Creation of post graphics using Canva, posting projects and following strategic guidelines for brand development
- Marketing our events
- Inviting guest speakers
- Help with administrative WordPress support tasks, such as: editing text and images on WP posts and pages, and installing/setting up basic plugins, data input, ad hoc administrative tasks
- Answering phone calls and logging support tickets

**Requirements**:
We are looking for someone who loves a challenge and is keen to learn new skills to further their career.

Essential
- A robust history of employment in administrative, personal, or executive assistant capacities
- Capable of planning and executing projects effectively.
- Have strong organisational and planning skills with the ability to collaborate effectively
- Possess exceptional written and verbal communication proficiencies
- Demonstrate exceptional attention to detail, along with strong problem-solving abilities and a proactive approach to finding effective solutions.
- Be tech savvy, able to quickly adapt to using new software.
- Work with and coordinate the team to achieve common goals
- Have a strong focus on meeting customer needs and delivering a high level of customer service
- Be able to adapt to change and respond to new challenges and opportunities quickly and effectively
- Be flexible with excellent time management skills

Desirable
- Project management software
- Quickbooks experience
- Google Workspace experience
- Microsoft Office experience
- Zoom experience
- Teamwork experience
- Canva experience
- WordPress experience
- Customer comms and events management experience
- CRM experience

**Benefits**

28 days paid holiday

Hybrid working environment (work at home and our office)

Flexible hours

Work laptop

Company events & parties

**Salary**

£19-£23k per annum depending on experience

**Schedule**:
Working 5 days a week Mon - Fri

Working from 9am