Executive Assistant

7 months ago

Edinburgh, United Kingdom Digital Boutique Full time

**Job type**: Full-time | **Working pattern**: Mon-Fri, 40 hrs per week
**Salary**: From £30,000 depending on experience
**Location**: Edinburgh office | Option to work from home 1 day a week
**Support / Report to**: Head of Strategy

**About Digital Boutique**
Founded in 2010, Digital Boutique have built a team that have become the driving force of our success and growth. We are committed to delivering high-quality products and services to our clients. Having designed, built, tested, hosted and supported industry-leading eCommerce websites we have gained a history of enterprise-level expertise working with clients such as; Heineken, Hitachi Capital, Boots, Leicester City Football Club and Swiss RE to name but a few. As a dynamic and fast-paced organisation, we are seeking a highly organised and efficient Executive Assistant to support our Head of Strategy in achieving our strategic objectives.

**Our 4 Company Values**
What we value in our team:
1. Adds Value
- Deliver at pace, with a “can-do” attitude
- Above and beyond, always seeking and striving
- Continuous improvement, progress not perfection

2. Extreme Ownership
- Accountable, do what you say
- Have the Greater Good in mind, and commit
- Own your shortcomings, don’t point fingers

3. Know your stuff
- Depth of knowledge
- Hungry for knowledge
- Be humbly confident

4. Radical Candor
- Don’t keep silent when something needs to be said
- Speak the Truth with empathy
- Seek the Truth with humility

**Recruitment Mission**

**Top Three Expected Results**
- Streamline Executive Workflow: Implement efficient systems and processes to streamline the workflow of the Head of Strategy, ensuring smooth coordination of schedules, tasks, and communications. By optimising calendar management, information dissemination, and administrative support, the Executive Assistant aims to enhance productivity and enable executives to focus on strategic priorities.
- Enhance Communication and Coordination: Act as a central communication hub between the Head of Strategy and internal/external stakeholders, facilitating clear and timely exchanges of information. The Executive Assistant will prioritise effective communication channels, proactively anticipate needs, and coordinate meetings and engagements to ensure alignment and collaboration across the organisation.
- Provide Strategic Support: Support the Head of Strategy in executing strategic initiatives and projects by offering comprehensive administrative assistance, research, and coordination. The Executive Assistant will contribute to the planning, execution, and follow-up of key initiatives, helping to drive forward the company's objectives and ensuring that deadlines and deliverables are met with precision and professionalism.

**Overview of Responsibilities**
As Executive Assistant to Head of Strategy you will be responsible for but not limited to the following:

- Supporting and reporting to the Head of Strategy both executively and personally.
- Google Calendar Management: Coordinate and manage complex schedules, including organising meetings, appointments, and travel arrangements for the Head of Strategy and the team.
- Meeting Coordination: Arrange and coordinate logistics for meetings. including agendas, materials, prep for calls/meetings, including the creation of agendas, objectives, scripts, discussion guides. Post-meeting reporting: discussion, planning of action points and deliverables. Ensuring seamless execution.
- Event Management: organising and planning of client or team dinners and industry events.
- Documentation and Reporting: Prepare and edit correspondence, presentations, reports, and other documents as required by the Head of Strategy, ensuring accuracy and professionalism.
- Information Management: Maintain organised filing systems and databases, ensuring efficient retrieval of information and data as needed.
- Project Support: Assist in the planning, execution, and follow-up of special projects and initiatives led by the Head of Strategy.
- Relationship Management: Build and maintain positive relationships with internal stakeholders, clients, partners, and vendors, representing the Head of Strategy with professionalism and integrity.
- Administrative Support: Provide general administrative assistance and handle other ad hoc tasks as required.
- Finance: Ensure all invoices/receipts and expenses (on Pleo) are accurately categorised, reconciled, processed for spend including the Head of Strategy expenses.
- Collaborate with other business areas including finance, Project Managers, HR operations and other internal stakeholders to ensure a strong collaboration and alignment.
- Manage office, facilities, and inventory for Edinburgh and Hamilton locations.
- Serve as the first aid officer at the Edinburgh office.
- Continuously develop and document relevant business processes, updating the team on best practices.
- Demonstrate proficiency in Google Suite, staying updated on software advancemen

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