Executive Assistant - Support Office

Executive Assistant, WatchHouse.

The Executive Assistant role WatchHouse will provide critical, administrative support to the CEO during an exciting period of growth, alongside ongoing running and management of our Support Office.

Working on a one-to-one basis with the CEO, the Executive Assistant will ensure that meetings and calendars are well managed, working both with internal team and external clients to coordinate and plan effectively.

To be successful in this role, you must be well organised, have great time management skills and be able to act without guidance. You will contribute to the efficiency of our business by providing personalised and timely support to our CEO and and ensuring the smooth running of the day to day office environment.

Directly reports into (Line Manager): Roland Horne, CEO

Key Responsibilities:

Provide administrative support to the CEO, managing professional and personal scheduling

Serve as a liaison between CEO, wider team and external contacts.

Calendar management and communication.

Management of Meeting Room calendar and prioritise use depending on business needs.

Inbox monitoring - action/respond/file as appropriate.

Deal with correspondence - letters, emails, phone calls.

Document preparation - agendas, minutes, meeting notes.

Travel and accommodation arrangements.

Process expense claims.

Answering office phone and directing calls or messages to relevant person.

Coordinating schedules, meetings and appointments.

Greeting visitors and clients in Support Office.

Organisation, management and maintenance of the Support Office.

Responsible for office stationery, kitchen supply inventory and other sundries.

Manage weekly staff food orders for Support Office team.

Coordination of board meetings, agendas and minutes.

Office key distribution.

Assist with inducting new Support Office staff into Office environment and systems.

The role in more detail :

The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on Executive Assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

The Executive Assistant will be able to manage our office environment effectively, including supply of stationary and office supplies, office compliance, creation of office policies as necessary and ongoing coordination and liaison with office contractors and cleaners.

Key to this role :

Previous experience as an Executive Assistant, Personal Assistant or in a similar administrative role reporting to upper mangement.

Proficient at using the full Microsoft Office suite and SharePoint.

Proficient in setting up and using tech systems such as Monday.com, Loom, Zoom, Marketman.

Organisation and time management skills, ability to prioritise.

Strong communication and interpersonal skills.

Discrete and professional.

Positive and always happy to help and support.

The ability to multitask and prioritise a workload in a fast paced environment.

The ability to work under pressure and reach deadlines.

Problem-solving and decision-making skills.

Must have confidence in communicating and presenting to leaders, investors, board members and executives.

The ability to build relationships at all levels across the business and with external contacts.

Working at WatchHouse.

WatchHouse was born from a passion to do better. Diligence and attention to detail are paramount to what we do, we focus on the detail. We strive for perfection. We really care.

We are a people first business, curious and interested in those around us. We treat everyone with respect. We pride ourselves on creating an environment where diversity is celebrated, equality is insisted and inclusion expected.

A company where we believe in having the right person in the role; personality and individuality at the top of the list of what we are looking for in applications and throughout our hiring process.

We also know that everyone is different, and we value and respect diversity, standing up for equality and standing against any form of discrimination.

Decisions about and the treatment of people at work should be based on the individual's abilities, skills, performance and behaviour- these should be assessed against the WatchHouse job description requirements for each individual role.

We are always patient and considerate towards others. Encouraging, approachable and communicating brilliantly. We strive to be the best we can be, by giving and receiving regular and honest feedback in a professional manner.

We plan ahead, prioritise and are mindful and respect the time of others. We complete every task to the best of our ability. Always happy to ask for help, work in cohesion with other people/departments and share successes.

We work to make WatchHouse an environment of trust and comradery, where others are inspired to play their part in working effectively together. Building strong relationships with others and demonstrating positive energy. We recognise and value the contribution of others across the business, working together to deliver the Modern Coffee experience to each and every person touched by our business.

Our four core values - passion, can do, diligence and empathy - are what makes WatchHouse who we are. Our decisions are made based on these principles. To grow and succeed at WatchHouse, it is imperative that these values also resonate strongly with you, and can drive your ambition in the same way they do ours.