Executive Assistant

4 weeks ago

CambridgeNarrows, Canada Ann Pettengell Full time
Job Description

We are seeking a highly organised, proactive, and detail-oriented Executive Assistant to provide strategic oversight and hands-on support in a fast-paced environment.

Key Responsibilities:
  • Inbox and Diary Management:
    • Manage the CEO's inbox, responding to or delegating emails and flagging urgent matters.
    • Maintain a clear, unified diary by combining schedules from multiple entities, ensuring that business meetings, appointments, and travel schedules are well-coordinated.
    • Arrange and coordinate meetings, ensuring the preparation of relevant materials.
  • Collaboration with Finance and HR Teams:
    • Work closely with the finance and HR teams to implement processes that enhance efficiency across the business.
  • Legal and Compliance:
    • Act as the point of contact for legal matters, including agreements, contracts, and related documentation.
    • Liaise with legal advisors on ongoing projects such as property purchases and patent transfers.
    • Draft and manage NDAs and contractor agreements.
  • Office Management:
    • Serve as the primary liaison with landlords for office-related matters.
    • Oversee office maintenance, IT setup, and the procurement of necessary equipment.
    • Manage insurance policies and contracts for offices and technology.
  • Logistics and Supply Chain:
    • Manage end-to-end logistics for product and sample orders, both domestic and international.
    • Oversee customs clearance, VAT exemptions, and courier arrangements.
    • Ensure accurate invoicing and delivery coordination.
Requirements:
  • Proven experience in a senior administrative role.
  • Exceptional organisational and time-management skills, with the ability to manage multiple priorities.
  • Strong written and verbal communication skills.
  • Financial acumen and experience with tools like Xero or similar systems.
  • Familiarity with HR practices and employment regulations.
  • Proficiency in MS Office Suite and collaboration tools (e.g. Teams, Slack).
  • Ability to liaise effectively with internal and external stakeholders.
  • Proactive and solution-focused approach to challenges.
  • Discreet and able to handle sensitive information with confidentiality.
  • Highly adaptable, flexible, and capable of thriving in a dynamic environment.
  • Strong interpersonal skills and team collaboration abilities.
  • Experience with project management platforms like Jira (desirable).

To apply for this role, please submit your CV and a covering letter.

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