Executive Assistant to CEO

2 weeks ago

London, United Kingdom QuantSpark Full time

**Department**: CEO’s Office

**Reporting to**: CEO, Adam Hadley

**Salary**: £40,000 - £50,000 per annum

**Contract type**: Full-time, permanent.

**Location**: Hybrid working with three days from home, two days based at our office in Blackfrairs, London.

**About us**

QuantSpark is a data science and analytics consultancy based in London. Our mission is to create strategic value for our clients through advanced analytics. We deeply care about the commercial impact of our work and this entrepreneurial approach informs everything we do. Our clients include major UK retailors, big tech companies, private equity firms, the United Nations and many more prestigious international organisations.

The work we do is hugely impactful and engaging, but it’s our talented team which is our greatest asset; we take pride in providing a transparent, collaborative environment where everyone is encouraged and supported to grow their career with a big emphasis on learning and development. You'll experience a friendly, fun and thriving hybrid culture, with great perks and social events throughout the year.

This is an exciting role for an experienced, high calibre Executive Assistant who thrives being involved in every aspect of a fast-scaling organisation and is adept at working a C-Suite level. You’ll be joining at a hugely exciting time with plenty of opportunity to contribute in meaningful way.

**About our CEO**

Adam Hadley is an entrepreneur and data scientist focussed on improving data-driven decision-making in business and society. He is founder and CEO of QuantSpark, and Founder of the Online Harms Foundation which implements the Tech Against Terrorism initiative in partnership with the UN and the tech industry to help tech firms counter terrorist use of the internet. This role will across both QuantSpark and Tech Against Terrorism.

**Role Overview**

As Executive Assistant to the CEO, you will work closely with the CEO and the Chief of Staff. You’ll be in a highly visible role, right in the midst of our scaling efforts. You’ll be instrumental in ensuring that the CEO has first class executive support.

This role has plenty of scope to grow, over time, into a more senior EA role or into other areas of the business.

**The Role**

The EA role will include, but is not limited to:

- **Diary and meeting management**:Planning ahead to coordinate internal and external meetings for the CEO, gaining a thorough understanding of the running of the organisation in order to prioritise meetings. This role will include sending calendar invites, booking meeting rooms and/or setting up video conferencing facilities, meet and greet for in-person meetings and all ancillary associated admin and preparation.
- **Pre and post meeting admin**:Collation and circulation of agendas and meeting documentation prior to meetings, minuting taking during internal leadership meetings, as well as noting and allocating action points in the relevant Asana boards following meetings.
- **To do list organisation**:Updating and organising the CEO’s to do list within Asana, helping the CEO keep on top of his priorities. Ensuring that the CEO has adequate time in his working week to focus on deep thinking tasks.
- **Travel management**:Co-ordinate all CEO travel including flights, hotels, visas, and ground transportation ensuring all itineraries and agendas are prepared in advance. Ensure expenses are collated, timely and efficiently, within the guidelines of our travel and expenses policy.
- **General and financial admin**:Creating and maintaining a consistent and coherent electronic filing system, establishing records and trackers, processing expense claims, credit card expense reconciliation and processing supplier invoices, as well as a variety of ad hoc administrative tasks.
- **Personal support**:Providing assistance with personal tasks for the CEO including researching and presenting options, making recommendations and proceeding to action the chosen options.
- **Events and hospitality**: Occasionally booking client and/or team dinners and lunches for the CEO and support with administrative requirements for event attendance including, registration, updating diaries, booking travel, collating and sharing event information and requirements, providing photos and bios to organisers and various other event admin, as required.
- **Team requests and queries**: When necessary, acting as gatekeeper to the CEO, responding to internal and external queries.
- **Additional support**: where capacity allows, supporting the Chief of Staff with special projects.

**Technical requirements**
- Prior experience of successfully working at C-Suite level with the ability to conduct yourself with gravitas and sound business acumen.
- Experience working in a tech scale-up/start-up or other fast-paced environment.
- Experience working with Gmail, Zoom and Slack with the ability to harness these tools and others in your role.
- Proficiency with Asana or othe

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