Personal Assistant to CEO

7 months ago

London, United Kingdom White Swan Data Full time

We're looking for a well organised Personal Assistant (PA), who can work well under pressure and can deliver efficient and executive support on the spot, take charge of critical situations and act with confidence. Plus points: you are proactive and enjoy a fast paced working environment.

**About the role**:

- High-level administrative support to the Owner and CEO of White Swan Data.
- Exceptional organisational skills, strong attention to detail, and the ability to handle sensitive and confidential information with discretion on a one-on-one basis.
- Act as the primary point of contact for the CEO, manages schedules, coordinates meetings and events, and assists in various administrative tasks to ensure the smooth operation of the CEO’s busy day.
- You will play a pivotal role in helping the CEO make the best use of their time.
- Ad-hoc personal support to the CEO.

**Key responsibilities**:

- Diary management:

- Maintain and organise the CEO’s extensive diary, schedule appointments, coordinate meetings, ensuring optimal time management.
- Proactively anticipate conflicts and resolve scheduling issues to ensure efficient use of time.
- Ensure your manager is prepared for meetings by putting together relevant documents and organising prep sessions as required.
- Travel and logistics coordination:

- Arrange and coordinate travel itineraries, including flights, accommodations, ground transportation, and visa processing as needed - in a time sensitive manner.
- Prepare detailed travel and meeting agendas, compile necessary documents, and provide relevant information for trips.
- Organising the manager’s personal commitments including out of hours tasks.
- Communication and correspondence:

- Draft, proof-read, and edit correspondence, formatting and editing PowerPoint presentations, reports, and other documents.
- Maintain effective communication channels between the Owner and internal/external stakeholders within the business.
- Project and event management:

- Serve as a liaison between executives and various departments, coordinating and facilitating company wide events and or projects from beginning to end. Liaising with staff, suppliers and clients. Assist in the preparation and distribution of meeting agendas, materials, and follow-up documentation.
- Relationship management:

- Build and maintain positive working relationships with internal and external stakeholders.
- Serve as a liaison between executives and various departments, coordinating and facilitating communication and collaboration.
- Conduct research on behalf of the CEO and wider senior leadership team.

**Skills, Knowledge and Expertise**:

- You will need to have previous experience working as a PA in a fast paced environment and demonstrate proficiency in the Google suit (Gmail, Google docs, Slides, Sheets etc).
- Strong resilience and ability to handle multiple tasks simultaneously.
- High degree of confidentiality and discretion when dealing with sensitive information.
- Strong problem-solving and decision-making skills.
- Excellent organisational and time management skills, with the ability to prioritise and multitask effectively.
- Strong verbal and written communication skills, with exceptional attention to detail and accuracy.
- Ability to work independently, and manage under pressure to meet deadlines. Whilst also able to work collaboratively in a fast-paced, dynamic environment.
- Professionalism, poise, and the ability to represent the company with integrity.
- Enthusiastic/positive attitude, who is keen to get stuck in and is solutions focused, a team player and can work collaboratively with the wider Office support team.

**Benefits of working at White Swan Data**:

- Free breakfast provided every day. Free lunch provided Monday and Fridays.
- Private medical care (this includes Dental, Optical and Medical cover).
- Corporate GymPass membership.
- Competitive salary and pension plan.
- Social office environment and company events - the whole Company is attending the Ascot Races this year.

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