Executive Assistant

3 months ago

Hammersmith, United Kingdom Hyperoptic Full time

**Location London Hammersmith**

**Who are we?**

Hyperoptic is the UK's hyperfast broadband provider.

We offer broadband speeds 11x faster than the UK average, proudly setting a new fibre ‘gold standard' with hyperfast speed, reliability and customer service.

And we're on a mission: to gigabit Britain.

Whatever we're doing — whether we're liaising with property professionals, delivering our network, or installing in a customer's home, going beyond the expected is the benchmark.

We work smarter, together, being agile and responding with the speed our business and customers demand - without compromising on quality. We stay focused, performing at our best to ensure we are focused on hitting targets and goals together. And we strive for excellence, paying attention to the detail, constantly seeking to stretch ourselves and find better ways of doing things.

And today we're looking for a Executive Assistant who shares these values. Does this sound like you?

**Summary of key responsibilities/deliverables**

The Executive assistant role ensures effective support and assistance to Executive(s). This role is that of a problem solver, someone who is happy to take the initiative and can proactively support the objectives and goals of their Executive's and their teams. The role helps create a cohesive working environment for the exec and their teams and collaborates with other EAs to effectively support and represent Executive Leadership Team (ELT) to the rest of the organisation. In a fast-paced operational environment the EA role will help bring structure, calm, humour and fun to the team by being positive, engaged and helping to look out for the wellbeing of the team. Being flexible and pro-active are key elements of success**.**

**What will you be doing?**

**Managing **Executive**'s schedule, **meetings**, and events**
- Manage Executive's diary, planning of schedule for effective prioritisation
- Organise and manage Executive's and their team's events, as and when required
- Collate and communicate Executive's meeting agendas, minutes and follow up on actions
- Support the team with divisional year planning e.g., Christmas rotas, annual leaves etc.
- Escalate prioritization needs to Chief of Staff

**Supporting** ELT **with** people **management** and **communication**
- Support Executive with direct report management e.g., onboarding, leavers, performance reviews, etc.
- Collate agendas for team meetings, take notes and follow up on actions
- Support Executive with cascading information from the Board, ELT and Operational Review meetings
- Organise and coordinate All Hands meetings and team offsites
- Draft communication on Executive's behalf, as required

**Administrative** **support** for ELT**
- Assist Executive with collating and drafting documents (PowerPoint, Excel and Word), including board slides - where needed
- Manage Executive's inbox, if required
- Organise Executive's travel and visa
- Raise purchase requests and orders on behalf of Executive
- Approve vacancy requests on behalf of Executive, if required
- Manage Executive's expenses
- Any other ad-hoc support, as required

**Executive** Assistants' **team***
- Collaborate to support company events, annual calendar activities and special projects (as agreed by the ELT as a team)
- Lean in to support Operational and Board reviews when there is an EA gap to cover and support other EAs
- Ensure sufficient annual (and other type of) leave cover:

- Where possible, EAs must cover each other's leave. They should plan this in advance
- All EAs must ensure that CEO office is covered at all times
- CEO's EA to ensure cover for Chief of Staff
- All EAs to inform Chief of Staff prior to booking annual leave
- Work from office as per Hybrid model and in alignment with Executive's schedule to ensure sufficient ‘in person' assistance for respective Executives

**Division specific **responsibilities**
- Board Reporting and Board meeting administration:

- Ensure meeting notifications and minutes are sent out in good time by working with the Executive to manage distribution lists and administration
- support in the collation of and production quality review of board presentation material
- Support meetings and presentation preparation to lenders

**What are we looking for?**
- Delivering on time and above expectations.
- Has worked at a director level Executive Assistant role previously
- Has supported Board meeting administration
- Solution focused mindset
- Positive outlook, engaging and proactive
- Unquestionable integrity, able to be a confidante
- Proficient user of Excel, PowerPoint and Word, able to create and modify, graphs, presentations, and tables quickly and professionally
- Enjoys varied challenges, not just routine work, and enjoys supporting a team to be the best they can be.

**What happens next?**
- You apply
- We'll get back to you — even if it's a no (for now)

We look forward to hearing from you.

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