Executive Assistant

2 weeks ago

Cambridge, United Kingdom Smartbell Full time

**Background & Summary of Role**

Smartbell is seeking a dynamic Executive Assistant & Project coordinator to support growth and join our team that is passionately committed to animal health and farming sustainability.

The Executive Assistant & Project Manager will provide comprehensive, proactive and confidential support to the executive team and board. This dynamic position requires project management experience, exceptional organisational skills, excellent interpersonal and communication skills, with the ability to think critically, work with a high level of professionalism and confidentiality, and multitask effectively in a fast paced environment.

**Responsibilities**

The three primary responsibilities of the Executive Project Coordinator include:
1) Executive assistance
- Provide comprehensive administrative support to the executive leadership: assist with special projects, manage calendars, draft agendas, occasional travel arrangements;
- Serve as the primary point of contact for supplier and purchasing matters, processing outgoing payments, managing invoices and bookkeeping activities.
- Assist with the coordination and planning of board meetings, conferences and other high-level events.
- Work closely with the Executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

2) Project management and coordination
- Oversee and manage key projects within the institution and with external project partners, ensuring their successful completion within agreed budgets and timelines.
- Coordinate project activities, resources, and stakeholders, facilitating effective communication and collaboration.
- Monitor project progress, identify risks and issues, and implement mitigation strategies to ensure goals are met.
- Prepare regular project status reports, assist with cost tracking and drawing up project delivery documents, highlighting key milestones, risks, and achievements for senior management.
- Collaborate with various stakeholders to gather reports, requirements, provide updates, and resolve issues related to projects.
- Conduct research for new projects, develop proposals, prepare and review documents, proofread, create reports and presentations for the executive team, ensuring accuracy and confidentiality.

3) Internal and external communications
- Facilitate effective communication and coordination across the team and across relevant external stakeholders.
- Work with the executive team to coordinate the company’s outreach activities. Follow up on contacts made by the executive team to cultivate ongoing relationships.
- Manage social media channels and inbound requests from webforms and other channels to incorporate leads in the CRM systems.

**Requirements**:

- Minimum 3 years of relevant experience, preferably in a dynamic and technology focused environment.
- Experience in project coordination, business operations and partnership management is desirable.
- Proficiency with Microsoft Office; ability to design and edit graphic presentations and materials and proofread material.
- Strong verbal and written communication skills.
- Exceptional organisational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, commercial and university partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Ability to switch gears at a moment’s notice.
- Able to maintain a high level of integrity and discretion in handling confidential information.

Location: On premises with flixeible timing options

**Job Types**: Part-time, Permanent

Expected hours: 16 - 24 per week

**Benefits**:

- Company pension
- Work from home

Ability to commute/relocate:

- Cambridge: reliably commute or plan to relocate before starting work (required)

**Education**:

- A-Level or equivalent (preferred)

**Experience**:

- Executive Assistance: 2 years (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 15/05/2024

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