Executive Assistant & Operations Manager

We are looking for a dynamic Executive Assistant and Operations Manager to join an incredible organisation making waves in their industry. 

This is an amazing opportunity to join a thriving business, where you will be the linchpin of the business, helping take the business to new heights. 

Working closely with the founder, you will be instrumental in driving the growth and success of the business. This role combines elements of executive assistance and operations management, offering a unique opportunity to make a significant impact and rapidly advance your career. 

Join a company that is disrupting the industry and setting a new standard of excellence, with a passionate commitment to culture.

The role will be tailored around the individuals strengths to a degree but will include elements of;

Executive Assistant Responsibilities:

• Diary Management: Efficiently manage the Founder's and team's calendars, scheduling appointments, meetings, and events to optimise time management and productivity.
• Office Management: Oversee daily office operations, ensuring a smooth and functional work environment. This includes maintaining office supplies, handling vendor relationships, and addressing any administrative needs.
• Meeting Coordination: Arrange and coordinate meetings, both internally and externally, including setting up conference calls, booking meeting rooms, and preparing necessary material

Project Coordination:

• Client and Candidate Coordination: Liaise with clients and candidates throughout the search process, scheduling interviews, providing updates, and ensuring a seamless experience.
• Documentation Preparation: Create client-ready written documentation such as project proposals, status reports, and presentations to support business development efforts.
• Travel Organisation: Coordinate travel arrangements for team members, including flights, accommodation, and transportation, while ensuring compliance with travel policies and budgets.

Marketing:

• Content Creation & Social Media: Develop engaging content for various marketing channels, including social media platforms, newsletters, and blog posts, to increase brand visibility and engagement.
• Branding: Assist in maintaining and evolving the company's brand identity across all marketing materials and communications.
• Presentation Development: Design and create compelling pitch decks and presentations to support sales and marketing initiatives and effectively communicate key messages to clients and stakeholders.

HR:

• Recruitment and Onboarding: Support the internal recruitment process by posting job openings, screening candidates, and coordinating interviews. Facilitate the onboarding process for new hires, ensuring a smooth transition into the company.
• HR Issue Management: Address and resolve HR-related inquiries and issues from employees, providing guidance and support as needed to maintain a positive work environment.
• Culture Building: Contribute to fostering a positive company culture by organising team-building activities, celebrations, and initiatives that promote collaboration and employee engagement.

Operations:

• Process Improvement: Identify opportunities to streamline and enhance internal processes and workflows to increase efficiency and productivity across the organisation.

Leadership:

• Team Management: Provide informal leadership and support to team members, collaborating with the Founder to foster a cohesive and high-performing team dynamic.
• Meeting Facilitation: Organise and lead team meetings, ensuring effective communication and alignment on goals, priorities, and project updates.

Finance:

• Payroll Processing: Assist in processing payroll for employees, ensuring accuracy and compliance with relevant regulations and policies.
• Invoicing: Prepare and send invoices to clients accurately and in a timely manner, tracking payments and following up on outstanding balances as needed.
• Bookkeeping Tasks: Assist with basic bookkeeping tasks such as reconciling accounts, recording transactions, and managing financial documentation.

Person Specification:

• Action-oriented self-starter with a "make it happen" mentality
• Excellent communication and collaboration skills across all levels and backgrounds
• High emotional intelligence, fostering quick rapport with clients, candidates, and colleagues
• Ambitious team player dedicated to the greater good, maintaining impeccable standards and readiness to disrupt and challenge norms

This role offers a salary of up to £45,000 and a hybrid working model, with the flexibility of working from home three days per week.

Don't miss out on this opportunity to join a dynamic team and contribute to the growth and success of an organisation.

 Lily Shippen are experts in recruiting top business support and Human Resources talent, including PAs, EAs, Receptionists, Private PAs and Office Managers as well as Generalists, L&D, Recruitment (Experienced and Graduate) and HR Operations, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.