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Executive Assistant and Global Office Manager – Maternity Cover

Location: London

To apply, please send your CV and a cover letter to jobs@stylus.com.

 

Key responsibilities    Required skills & qualifications    Apply now

 

You will operate autonomously at a senior level, which will require intelligent decision-making and building strong relationships with key senior stakeholders – both internally and externally. You will coordinate projects and prepare board papers, showing excellent attention to detail and a motivated, proactive attitude in order to manage very busy diaries, as well as booking travel, research, event coordination and scheduling presentations. No two days are the same, requiring you to be the ‘cog in the wheel’ helping to keep the whole business running! You will be a true networker, building relationships with clients in a consistent, familiar and reliable way.

 

Key responsibilities

EA Key Responsibilities

CEO personal support

  • Act as the first point of contact for the CEO 
  • Assistance with external commitments the CEO is connected to.

 

CEO & COO business support

  • Assist CEO & COO with daily administrative duties that include managing active calendars of appointments across multiple time zones; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings
  • Forward-planning, maintaining an effective system to ensure CEO and COO have relevant documents & reports in a timely manner for all meetings
  • Provide support to COO in delivering overall strategic objectives in relation to the Stylus Growth Acceleration Plan
  • Setting up and coordinating senior team meetings, supporting team efficiency
  • Following up on agenda and allocated tasks from management meetings
  • Act as an ambassador for the Executive Office, displaying professionalism, confidentiality and discretion at all times
  • Screening and directing phone calls and acting as the point of contact between the Executive Office and external clients, handling requests and queries appropriately
  • Organise offsite meetings, source new venues (hotels, restaurants etc), create agendas, pull together data / presentations, organise travel & logistics
  • Assist with Marketing in arranging quarterly client events including the event management of guest lists, venues and catering for CEO
  • Ad-hoc projects as directed by CEO and COO 

 

Office Management

  • Work directly with the CEO, COO and Senior Team to ensure each area of the business across all offices runs smoothly from an operational and administrative perspective
  • Overall responsibility for the day to day running of the London, New York and regional offices
  • Help manage relationships and payment process for external contractors and suppliers to ensure that the office and facilities services are delivered in line with the company’s service levels
  • Facilities Management
    • First point of contact for site maintenance, serving as primary liaison with external facility maintenance contractors; cleaning, plumbing, electrics, housekeeping, and building works
    • Ensure the company has a welcoming, safe, productive and happy workplace both for employees and guests
    • First point of contact for any out of hours emergencies relating to both London and New York offices 
    • Attending tenants’ meetings to discuss building issues/enhancements or related issues
    • Management of office operating procedures, ensuring compliance with all relevant workplace health and safety obligations, in particular appointing adequate Fire Marshals and First Aiders
    • Oversee all Health & Safety and conduct risk assessments and ensure that all requirements are met to a very high standard
    • Supporting the delivery of office inductions for new personnel and ensuring DDSE assessments are carried out.
    • Manage and oversee conference rooms calendar, catering, AV equipment
    • Assist and manage (as required) projects and activities that involve the use of the office facilities, e.g. business breakfasts events

Staff Management

  • Line management of one direct report - helping to mentor and encourage and develop new ideas and initiatives with the objective of improving efficiency

Company secretarial assistance / governance support to General Counsel

  • Assist with Board meetings, timetabling Board meetings, review and preparation of top-level documents and materials ready for COO
    • To ensure the smooth and organised functioning of the General Counsel’s Office, including support to the General Counsel, undertaking administration in respect of legal agreements (e.g records and filing system) as directed by General Counsel
    • Understanding of legal function governance structure, review and upkeep of processes and procedures as directed by General Counsel
    • Supporting General Counsel with other administrative tasks as agreed from time to time in a prompt and methodical manner requiring minimal supervision and ensuring high levels of accuracy in document production
    • Provide confidential and efficient administrative support to the GC and team including assisting in legal and governance meetings

 

Required skills & qualifications

  • Minimum of 5 years’ experience and will have worked at C-suite level previously
  • Strong organisational skills, common sense and an eye for detail are essential
  • Comfortable with juggling multiple projects simultaneously
  • Excellent written and verbal communication skills with the ability to be succinct and to the point
  • You will have some experience of managing and working to a budget
  • Able to adapt to different working hours/time zones
  • Punctual, professional and trustworthy, acting with a high level of discretion at all times 
  • Immaculately presented
  • Proficient in Microsoft Office Suite
  • First Aid and Fire Safety Awareness
  • A client focused approach - towards staff, visitors and guests
  • Good people management skills
  • Experience designing, improving and scaling day-to-day systems
  • The confidence to act quickly and decisively in urgent scenarios, such as emergency repairs
  • The role requires to be available on call 24/7 for emergencies
  • Previously experience in a similar entrepreneurial business environment