Executive Assistant

We're looking for an Executive Assistant to work closely with the owner of a successful business.

This is a varied role covering both business and personal tasks. You'll need to be organised, confident and, most importantly, able to get things done without needing to be told exactly what to do at every stage.

The owner is looking for someone who can take an idea or a task, work out the next steps and run with it.

This could be anything from managing emails and keeping track of projects to researching an apartment, organising appointments or chasing someone for an update.

It's a role that will suit someone who enjoys having responsibility and likes figuring things out.

 

What You'll Be Doing

Executive Support

• Manage emails and follow-ups
• Keep the calendar organised
• Arrange meetings and appointments
• Take notes and keep track of actions from meetings
• Follow up with people when things need to be completed
• Research information and bring back useful options
• Keep track of important tasks and deadlines
• Help keep the owner organised day to day

Project Management

You'll also help manage various projects and make sure things keep moving.

This includes:

• Taking notes or instructions and turning them into tasks
• Keeping project and task trackers up to date
• Breaking projects down into smaller actions
• Delegating tasks where needed
• Following up with people
• Keeping an eye on deadlines
• Spotting when something has stalled and doing something about it
• Making sure tasks are actually finished

You should be comfortable taking a fairly broad instruction and working out how to turn it into something practical.

Personal Assistance

Around 20–30% of the role will involve personal tasks and projects.

These could include:

• Researching apartments or other property
• Booking appointments
• Organising personal commitments
• Comparing different options
• Making bookings and arrangements
• Researching things the owner is considering
• Taking care of one-off personal projects

The work will change from week to week, so being adaptable is important.

What We're Looking For

We're less concerned about finding someone with a perfect EA background and more interested in finding the right person.

You should be:

• Very organised
• Confident communicating in English
• Comfortable working independently
• Good at managing several things at once
• Comfortable using different online tools and systems
• Good at research
• A good communicator
• Reliable and discreet
• Comfortable taking responsibility
• Able to pick things up quickly

Previous EA, PA, administration or project management experience would be useful, but it isn't the only thing we're looking at.

Personality Matters

This is probably the most important part of the role.

We want someone who has a bit of personality and isn't afraid to take the lead when needed.

You should be:

• Confident
• Energetic
• Practical
• Creative
• Organised
• Self-motivated
• Comfortable making decisions
• Willing to push things forward
• Good at finding solutions

If you come across a problem, we want you to try to solve it before simply bringing it back to the owner.

Equally, you should be comfortable saying, "I'm not sure, but I'll find out."

You won't always have clear instructions. That's part of the job.

The Right Mindset

This role will work well for someone who naturally thinks:

"What needs to happen next?"

rather than:

"What task have I been given?"

The owner doesn't want to spend their day explaining every step or checking whether something has been done.

The successful person will gradually become someone they can rely on to take things away and deal with them.