Job Opening: Executive Assistant

Accountable to: Chief Executive Officer

Responsible for: Assisting Senior Management Team

Terms: Part-time 2 days a week, 1 year fixed term contract

Location: ​Surrey Research Park, Guildford

Annual Salary: £22K – £30K pro rata (depending on experience)

If you would like to apply, please send us a Cover letter and CV to careers@smartseparations.com
Deadline for applications: 31st March 2020

Job Purpose

The Executive Assistant will provide support to senior management, particularly diary management, correspondence, meeting organisation and support (this will include some travel into London 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. 

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 some previous marketing, communications and social media experience would be 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. 

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 values of the company. Where we are on the brink of some incredible ground-breaking solutions, we pride ourselves on building out a culture that not only will change the world based on what we are building, but will change the world based on how we live.

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, including a Horizon 2020 SME Instrument Phase 2 grant. This means that we have been expanding significantly in the past year and we are one step closer to see our work making a truly global impact. 

As a fast-growing company, we are looking for an enthusiastic Executive Assistant. This person will be working closely with the CEO and so, they need to work autonomously taking on a number of key responsibilities within the business, alongside working collaboratively. 

Job Description

Key Responsibilities and Authorities

  • Organise and schedule meetings.
  • Prepare meeting agendas, perform research for meetings, and take minutes during meetings. 
  • Book business travel arrangements, including flights, trains and accommodation for senior management and other staff members. 
  • Manage the diaries and schedules of senior management.
  • 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. 
  • Support HR on recruitment duties, including onboarding new staff members and training new employees where necessary. 
  • Support CFO/COO on some straightforward financial tasks. 
  • Prepare and deliver reports where necessary. 
  • Cultivate and enhance collaborative working relationships within the company and with other stakeholders. 
  • Optimise communication systems to enhance accuracy of communication. 
  • Research and write briefing materials. 
  • 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 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

  • 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

Desirable

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

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