Description
About the role:
Zepz is seeking a highly organised, proactive, and detail-oriented executive assistant to support two of the executive team (ExCo) as a job share, working three days a week (Wednesday, Thursday, and Friday, with Wednesday as your cross-over day with your job share).
You will job share with another EA, sharing the responsibilities of a full-time position. This allows for flexibility in work hours and coverage while still maintaining continuity and productivity in the role. Here's a breakdown of what a job share entails:
Key Features:
- Shared Responsibility: You will share responsibility for all tasks and duties within the role.
- Collaboration: you will communicate and collaborate effectively to ensure a seamless transition of work and continuity in job performance. This includes sharing information, updates, and insights to maintain consistency in workflow.
- Coverage: Despite working part-time hours, you ensure continuous coverage of the role by coordinating schedules and availability. This ensures that the responsibilities of the position are fulfilled consistently, even when one of you is unavailable.
- Communication: Clear and effective communication is essential in a job share arrangement. Job share partners must keep each other informed about ongoing tasks, deadlines, and any relevant updates to ensure a smooth transition between shifts or workdays.
- Proactively identify opportunities to get ahead of the game, knowing what your exco will want from you, and you will always use your initiative. You will also look for improvement across all areas of operations.
- Accuracy: you will be meticulous and detail-oriented and have a passion for precision and a keen eye for identifying errors or discrepancies.
As an integral member of Zepz, you will play a critical role in ensuring the smooth functioning of our operations, while providing top-level administrative assistance to our executives. Join our team and become a valued partner in driving our company's success.
Please note - This role will require you to be at our London office at least one day a week, so we are seeking to hire individuals who are authorized to work in the UK.
Reporting to the Chief People Officer, you will:
- have full responsibility for your ExCo members’ calendar schedules including internal and external meetings, video conferences, interviews
- draft communications on behalf of the exec member
- dual inbox management
- take ownership of your ExCo Leadership team meeting agenda and action follow up
- build and manage relationships both internally and externally
- assist in onboarding new joiners
- book extensive international travel arrangements and itineraries which will sometimes include visas
- ad hoc project manage, often to strict deadlines
- organise team meetings, offsites, international offsites and other ad-hoc events
- process expenses, raise purchase orders, manage invoices and liaise with our Accounts team to ensure payments are made on time
- build out and format slide decks including organisational charts
- collate and distribute monthly ad-hoc reports
- keep all documents, files and electronic information in good order
- work alongside other ExCo’s Executive Assistants and provide holiday cover as needed
- assist in office admin including meeting room booking requests and conferencing setups
- be an integral part of the ExCo team functions and provide assistance to direct reports
- be an ambassador for the ExCo and the Zepz values
What you bring:
- Absolute discretion - you will be dealing with a confidential information
- Incredible organisation and multitasking skills, someone able to manage their own time so you can effectively manage and prioritise others needs
- Proactive working style, forward-thinking and planning, always one step ahead in order to make sure your ExCo have everything they need in order to be effective
- A confident communicator with people at all levels, able to build effective relationships throughout the company and externally
- Meticulous attention to detail across everything that you do
- A flexible attitude and able to approach ever changing priorities with a calm manner, someone comfortable with change and unknowns
- Self-motivated with the ability to make educated decisions when necessary and work autonomously
- Trustworthy and reliable
- knowledge of Google suite and Slack
- Friendly and energetic, someone who genuinely likes improving people’s lives
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