Executive Assistant to Directors

**Executive Assistant / PA**

**UK, Farnham, Surrey (Hybrid)**

**Salary**: £30-35k plus bens + bonus

Smart/tasking specialises in optimising businesses, helping teams, projects and processes run smarter and smoother by taking over key tasks and making them more efficient. Every business, no matter how successful, has the potential to be even better.

Our optimisation experts uncover and unlock our clients’ untapped capability, using our extensive experience to identify opportunities to improve operations. So, it would be hypocritical if we didn’t also look to optimise ourselves internally.

As an [Executive Assistant] you will play a key part in our future success, and be responsible for a wide variety of activities, covering; [all executive diary management, co-ordination of key client meetings, booking of travel, processing of expenses, co-ordination of onboarding/offboarding staff and company events plus other ad hoc activities]

You will work closely with our [3] Directors and be entrusted with supporting them across a range of key business activities and initiatives moving forward.

You will be there to support them with a range of requirements to allow them to maximise their time, remain productive and effective.

**PRIMARY RESPONSIBILITIES**:
**Be there for our directors and our clients**
- As far as our clients are concerned you are smart/tasking. How you do what you do will influence their overall satisfaction with us more than any other single factor. It’s a major responsibility and we need you to take it incredibly seriously.

**Manage our ridiculous diaries**
- Our directors on occasions go to all four corners of the world as they develop and deliver work. There are no boundaries and things can (and very often do) change at the last minute. The directors need you to be totally and constantly on top of their schedules so that they are in the right place at the right time and with the right information.

**Help to make us more successful**
- The directors worry most about where the next opportunity is coming from and since they are responsible for owning and driving the business a massively important part of your role is in helping them, through the securing of meetings, to develop and win new business opportunities. The ways you can help are myriad, but it all starts with your ability to be thinking ahead for them and being pro-active.
- Scheduling meetings with our clients and contacts, working directly with them or via their own assistant.

**Booking travel & accommodation for staff & directors**
- Responsible for booking scheduled travel, flights and pre-booked train travel.
- Ensure cost effectiveness and working vis booking agents and direct with suppliers.

**Support both the Board and Advisory Board Meetings and Events**
- You will have responsibility for scheduling, venue booking and working with our advisory board members to schedule attendance
- Taking notes and ensuring actions are followed up in a timely manner.

**OTHER RESPONSIBILITIES**:

- Co-ordinate & support key events, customer, and our community gatherings
- Production of reports / maintaining dashboards / business reporting
- Co-ordination of on-boarding/off-boarding of staff
- Support Marketing function as needed
- Support internal and external events
- Support wider international business where required
- Any additional reasonable request from the business on other general activity and projects

**SUPPORTING RESPONSIBILITIES**:

- Any additional reasonable request from the business on other general business activity / special projects

**Note -** Within a small business all roles need to adapt/change to meet business requirements. Any changes to your role will be discussed and agreed with you before any changes are made to your role.

**WHAT YOU WILL NEED TO BE LIKE**:
**Totally organised **- you’re going to be spinning a lot of plates, so you better have a good system

**Really responsive **- if a client contacts you, they need to know you’ve heard them and over time build relationships with them

**Proactive **- the kind of person who is always thinking ahead and doesn’t wait to be asked

**Tech savvy **- goes without saying but you’ll be on your laptop, smartphone, video calls all the time so you’ll need to be up to speed and sometimes ahead of the game

**Unflappable **- everything changes all the time at smart/tasking so there is no room for moaning or drama

**A team player **- working both in the office and remotely within our team takes effort and commitment to colleagues, we a small but fast-growing business and therefore need to be flexible and supportive

**Positive and open **- kind of obvious given what we do but smart/tasking is no place for people who like to complain and are defensive

**Trustworthy** - You will work closely with the directors and therefore have access to and be part of sensitive information, trust and integrity is a given requirement

**WHERE YOU WILL WORK**

This role