Executive Assistant
- Recruiter
- Projects by IF
- Location
- Somerset House, London
- Salary
- Salary up to £35,000/year depending on experience
- Posted
- 05 Oct 2017
- Closes
- 01 Nov 2017
- Job Title
- EA
- Industry Sector
- Creative, Design, Technology
- Contract Type
- Permanent
- Hours
- Full Time
At IF, we make digital services that empower people.
We're an agile team of designers and developers, based in the beautiful Somerset House, central London. We work on hard problems around accountability, digital rights, machine learning and privacy. Every project involves "thinking by making" – building prototypes to understand problems and approaches. We collaborate with clients to build better products.
Join us.
The role
We’re looking for an Executive Assistant to provide support to our Director and Founder, and take responsibility for keeping our office ship shape. You’ll help provide the administrative support for a growing, brilliant team. We are looking for someone who’s organised, punctual, positive, and has a great attention to detail. The successful applicant will be someone looking to build their career with a company where they can make a difference.
Things you'll do as part of the role
-
Support our Director in day-to-day activities, including:
- Manage and guard Sarah’s diary: this means booking meetings, holding time slots, making sure there’s time to travel between them and prepare for them, and doing so with an awareness of what’s going on in the rest of the studio
- Preparing briefing notes for meetings
- Supporting Sarah in meetings: joining her to take minutes, discuss new business, new funding opportunities, updating studio schedules afterwards, following up with attendees to share presentations and content
- Booking travel: this includes handling transfers, travel money and essential equipment, and providing Sarah with printed details beforehand
-
Support other members of the team at IF with similar activity, and with HR activity, including:
- Booking annual and quarterly meetings, team events and 1:1’s as needed
- Handling recruitment, including managing job ads and interview documents
-
Assist in administrative activities for IF’s finances, including:
- Managing the relationship with IF’s accountants and scheduling tasks and appointments that they need us to do
- Processing invoices and expenses (keeping Xero up to date)
- Completing PAYE activity
- Completing timesheets and project reporting documents as required
- Assist with setting up the IF pension
-
Make sure the IF office is a nice environment to work in, which includes:
- Preparing meeting rooms and greeting people who come to meet us
- Making and maintaining an inventory of hardware and assets the studio has or needs
- Maintaining relationships with our landlords (Somerset House Trust), the IT team onsite, our cleaners, neighbours, and anyone else responsible for the space
-
Monitoring and dealing with hello@ emails
Experience you'll bring to this role
- Demonstrable experience in a PA/EA position with diary management
- Some experience of studio or office management
- Excellent numerical accuracy and attention to detail, with experience of managing budgets (experience of accounting systems like Xero would be a bonus)
- Excellent organisation skills, and an ability to prioritise across a number of workstreams in a changing environment
- Ability to absorb new knowledge and effectively communicate new understandings to team members and stakeholders
- Excellent written and verbal communication skills
Details
- Salary up to £35,000/year depending on experience
- This is a permanent role
- 28 days of holiday, and additional time off in August and December
- London based (zone 1), full time
- You will have the right to live and work in the UK - unfortunately we are unable support Visa applications
- We are hoping for someone to join us as soon as possible, but we will wait for the right applicant
We encourage applications from people of all backgrounds, and we particularly welcome applications from candidates from black, asian, minority ethnic groups as they are underrepresented in our team.
Application process
Email your CV and a short cover letter describing how you meet the job requirements and why you’re interested in working at IF in particular, with the subject line “Executive Assistant job application.” Please note that applications close on November 1st 2017 at 17:00 GMT.
We will initially hold telephone screening interviews. Following selection, you will be asked to complete an in-tray and written test so that we can see how you write, prioritise and organise. On passing these assessments, we will then invite you to a minimum of 1 interview hosted at Somerset House.
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