Job Opening: Executive Assistant

Accountable to: Chief Executive Officer

Responsible for: Office administration and administrative support to staff and senior managers.

Terms: 2-3 days a week, 1 year fixed term contract (extendable).

Salary: 22K-25K annual salary, pro rata.

Job Purpose

The Executive Assistant will provide administrative support to our office and lab staff, as well as to senior management – particularly diary management, correspondence, meeting organisation and support (this will include some travel into London and Guildford from time to time). Additionally, there would be a level of maintaining and implementing online filing systems, project management and ensuring realistic deadlines are set and met. We would also like the Executive Assistant to work closely with our Media Team, creating internal and external written communication, preparing communications around keynote presentations and videos, and as part of a team able to take responsibility for maintaining the company website and social media (LinkedIn, Twitter, etc.), and producing our e-newsletter.

You will need excellent communication skills and self-motivation with a passion to help the business to grow. We are in a fast-moving industry and you should have a strong work ethic, high energy levels and a focus on delivering excellent service. It would be great if you have administration skills in either a recruitment, sales or IT environment, and previous marketing, communications and social media experience is a plus.

Most importantly, using your own initiative and wanting to play a key role in a successful team, are the key attributes we look for. You will be learning all the time and working closely with the leaders of the business who will invest time in you. Ideally you will be a car driver as travelling may be required.

In a nutshell, we are looking for a hero to keep the sanity of our Management team, who will thrive with checklists and play a key role in communicating both the mission and the message of the company.

About Us

We are a young, vibrant and exciting start-up company looking for new talent that can grow with our company in the Materials and Manufacturing sectors. Our ambition is to be the world’s leader in microfiltration and particle separations technology.

Our mission is to “improve quality of life through innovation” in the areas of health, the environment and human causes. We have won several awards since we were born in 2013, and we are one of only 2 British companies to have been awarded a Horizon 2020 SME Instrument Phase 2 grant. This means that we will be expanding significantly in the next years and we are one step closer to see our work making a truly global impact.

Job Description

Key Responsibilities and Authorities

  • Managing office equipment, stationary and other office resources.
  • Maintaining a clean and enjoyable working environment.
  • Handling external or internal communication or management systems.
  • Organizing, arranging and coordinating meetings (inc. preparing meeting agendas, performing research for meetings, and taking minutes during meetings).
  • Book business travel arrangements.
  • Manage the diaries and schedules of senior management.
  • Support HR, and recruitment duties, including onboarding new staff members and training new employees where necessary.
  • Co-ordinate and communicate internal team social events (we love going out!).
  • Ensure the company protects and promotes its image in a proper, coordinated, and consistent manner.
  • Cultivate and enhance collaborative working relationships within the company and with our stakeholders.
  • Research and write briefing materials.
  • Maintain electronic filing systems, ensuring processes and software are up to date and in working order.
  • Manage projects and follow-up with team members where required.
  • Liaise with other staff members on behalf of senior management.
  • Prepare and deliver reports where necessary.
  • Use and update Basecamp, CharlieHR, or any other management software the company uses, to keep on track all tasks and requirements. This includes observing all instructions provided and abiding by the deadlines.
  • Participating via teleconference in team meetings and in general providing such reports concerning your duties as we may from time to time require.

General

All staff are expected to:

  • Perform their work responsibly, conscientiously and to a high standard and to conduct themselves in accordance with the general rules and regulations of the company as notified from time to time;
  • Promote the good name and the work of the organisation.
  • Adhere to all relevant policies, procedures and other regulations agreed by the organisation.
  • Carry out all duties with due regard to Equal Opportunities.
  • Attend training, supervision, and meetings as required.
  • Respond to emergencies outside office hours as required.
  • Undertake any additional tasks that may be requested from time to time in keeping with the post.
  • Observe and abide by the Staff Handbook, which will be made available to you.

Person Specification

Essential

  • Previous experience in the role.
  • Trustworthy.
  • Excellent written communication skills and command of the English language.
  • Strong IT skills including a high level of proficiency in software programmes such as Word, Power Point, Excel and OneNote.
  • Highly organised and efficient.
  • Able to work to tight deadlines.
  • Works towards high standards of accuracy and efficiency.
  • Analytical with an eye for detail.
  • Maintain confidentiality and discretion at all times.
  • Ability to juggle priorities and has effective coping strategies.
  • Accepts accountability for results.
  • Responds positively to change, ambiguity, adversity and pressure.
  • Team player who is proactive and energetic and keen to make things happen.
  • Flexible and will to contribute by helping others.
  • Can-Do attitude.

Desirable

  • Degree level education or equivalent.
  • Experience in working with Social Media (Facebook, Twitter, LinkedIn).
  • Experience in working in a Marketing, Media or Communications Department.
  • Experience with WordPress.
  • Confident in the decision-making process.
  • Outgoing and resilient with a sense of humour.
  • Car driver.

Deadline for Application: 25th June 2019.

To apply, please send your CV and a cover letter at careers@smartseparations.com.