Executive Assistant to Founder/CEO

Our client is an international pharmaceutical company now launching into the UK market. Having just opened an office in London, they are looking to hire an Executive Assistant to support the Founder/CEO who will now be based in London.  The role will require some future business travel once a month from March 2022.

The role is able to work from home 2 days a week and 3 days in the office 9am to 5pm or 8am to 4pm Monday to Friday. 

Duties will included:

• You will act as a gatekeeper and conduit to the Founder/CEO ensuring a smooth flow of communication through the office and handle routine queries where possible to protect and  maximise his time
• Extensive diary management booking internal and external meetings, MS Teams and Zoom calls across multiple time zones resolving any clashes that may occur
• Arrange and facilitate meetings with multiple parties and arrangement all subsequent  logistics including  agendas and itineraries
• Booking international travel booking flights, accommodation, car transfers and taxis, producing travel packs        and itineraries. Being flexible and responsive to last minute changes to travel itineraries.
• Arranging visas for business travel
• Inbox management as required, including prioritising correspondence, drafting  emails and flagging urgent emails for response
• Responsible for coordinating action items for yourself, the MD and other team   members to ensure clarity on deliverables and timelines. Attending  meetings, capturing action  points, allocating tasks and collating responses

• Producing, designing and formatting high quality documents using  MS Office – Word, Excel, PowerPoint as well as a range of other   systems and software as required
• Manage, mentor and guide the Administrative Assistant and liaise closely to ensure a  smooth and collaborative workflow
• Providing support  on a wide range of projects as required ensuring that time and resources are pre- planned and prioritised to ensure maximum results in the most streamlined way possible
• Organise internal events such as management away days, community conferences, team building activities, lunches and staff away days, as required
• Process expenses in line with company policy in an accurate and timely manner
• Assist the Founder/CEO with personal tasks and errands as and when required

Salary is £55,000 + share scheme after 12 months

The successful candidate for this role will:

• Have previously worked as an EA/PA supporting a senior level Executive in a 1-1 or 1-2 role
• Be able to travel if needed
• Previous experience of working in  a start-up would be an advantage but not essential
• Be a highly motivated and results oriented person who can navigate complexity and ambiguity  to reach required results
• Have the ability to take initiative use discretion and judgement and be self-motivated and self- managed whilst being highly responsive.
• Be a calm and logical problem solver with the ability to foresee and avoid obstacles and diffuse     situations.
• Excellent communication and interpersonal skills
• Have the confident to ask questions to assertively chase key information and seek clarity where necessary
• Due to arising projects fluency or intermediate knowledge of Russian language would be an advantage but not essential
• MS Office – Word, Excel, PowerPoint, Outlook