Successful applicants will be contacted mid-Dec 2024 for interviews. (Excited to speak soon!)
Ideal Start Date: Feb 2025 (flexible for the right person).
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Starting from Q4 2024, we have an exciting lineup of projects in store. To make it all happen, we are now seeking to fill one of the most critical roles in our team.
We are on the lookout for a motivated, smart, and caring Executive Assistant / Personal Assistant (EA/PA) to join our dynamic company for 20 to 25 hours per week. This role offers a combination of remote project work and in-person events and tasks, primarily based in central London.
As an Executive Assistant / Personal Assistant, you will deliver outstanding administrative, personal, and event support to our CEO, handling a diverse range of responsibilities to ensure the seamless and efficient functioning of our organisation. This presents a tremendous opportunity for a committed individual who thrives in a dynamic environment and is dedicated to making a positive impact on individuals' health and well-being.
The hours can be flexibly adjusted to accommodate essential dates involving in-person events and project commitments.
RESPONSIBILITIES
We are looking to hire for one of the most crucial roles in our business. As the right hand to our CEO, the successful candidate will provide personal and professional support for both business and personal tasks. This is an exciting opportunity to play a vital role in helping our small business thrive. If the successful candidate is interested, there will be an opportunity for the role to become full-time or evolve into something else.
Currently, our company consists of the CEO, Neeta Sharma, 4 project based freelancers, multiple stakeholders, various technical systems, several manufacturers, and our 6-year old General Manager :)
The successful candidate will have regular interaction with these stakeholders and will be responsible for managing the tasks listed below, which we have divided into two main sections:
Executive Assistant (70% of the role) / Personal Assistant (30% of the role)
Executive/ Virtual Assistant (70% of the job ?3+ hours per week)
We have a range of exciting product launches, in person events, and online experiences happening in London and around the world. Your main objective will be to provide comprehensive support to our CEO, allowing her to focus on strategic initiatives while ensuring smooth day-to-day operations. The successful candidate will be detail-oriented, proactive, caring, and can handle confidential information with the utmost discretion. Neeta imagines this as a tag-team mutually beneficial opportunity. Over 20 years ago, she actually was an EA/PA to a very senior executive and understands the role well.
This position plays a vital role in running the business.
Administrative Duties:
?anage the CEO's calendar, including scheduling appointments, travel time, dedicated working time, and pre-work time for company events, concerts, lectures, exhibitions, and retreats
?rioritise and arrange meetings based on business priorities
?anage data input and systematic organisation of information
?roject management, including scheduling, setting alerts, and following up on major company deliverables
?andle effective correspondence and follow-up with freelancers, venues, manufacturers, customers, and partners
?ssist with the preparation and submission of expense reports and basic book keeping
?anage inbox and digital asset organisation, including backups of photos, videos, files, documents, laptops, iPhones, and more
?ravel management, including booking flights, accommodations, transportation, and researching venues and offices for meetings, events, concerts, retreats, and more
?reate, maintain, and store templates
?andle data entry, filing, organising couriers, preparing mail, and booking meeting rooms
?rganize meetings, prepare meeting agendas, take minutes, and distribute materials in advance
?articipate in meetings by taking accurate notes and distributing action items
?ssist in creating objectives and agendas for each project
?esearch, implement, and manage a social media scheduling tool (Facebook, Instagram, LinkedIn, TikTok)
?reate, update, and distribute company documents to employees, freelancers, contractors, partners, and retailers as required (e.g., code of conduct, updated contracts, brand guidelines, product guidelines)
?onduct research, compile reports, and prepare presentations
?oordinate and manage special projects, both internal and external
?esearch best practices for using AI to systemise processes, increase productivity, and identify potential business partners, freelancers, and vendors
?nterested in business growth whether via online channels, retailers, or events
Event Management:
?ssist in organising an array of exciting events such as concerts, workshops, lectures, exhibitions, retreats, collaborations, photo & content shoots
?onduct research on potential venues, retailers, and industry best practices
?oin events to assist with set up, manage timings, provide exceptional customer service, and ensure smooth operations
In-Person Responsibilities: ?ttend meetings on behalf of Neeta when she is unavailable to gather information or complete tasks ?ake responsibility for on-site inventory management ?ssist with product fulfilment as needed ?hysically organize paperwork, files, inventory, company assets, and props ?andle contracts and ensure they are filed in a timely manner ?reate comprehensive physical and digital binders of business contacts and notes ?rovide assistance during photoshoots and filming for content creation ?ontribute to ad-hoc projects as and when required ?bove all, fully embrace the spirit of FUN!
Personal Assistant (30% of the job ?+ hours a week)
Approximately 30% of this role involves supporting Neeta Sharma with personal and family affairs. While Neeta prefers to handle these matters herself, she needs a compassionate and talented individual to provide assistance when necessary - eg: crunch times.
?anage the family calendar, which could include coordinating with co-parents, organising school events, playdates, parties, family travel, bank holiday clubs, babysitting, and assisting with family birthday arrangements
?ccasional household errands such as grocery shopping, picking up gifts, sending packages, organizing clothes and toys, and purchasing household items
?elp with snacks or dinners for playdates as needed
?ssist with party planning
?andle personal appointments related to healthcare, school, playdates, birthday parties, and babysitting
?ccasionally schedule household maintenance appointments, including gardeners, plumbers, cleaners, babysitters, and donations
?ssist with personal travel arrangements, including booking flights, hotels, and researching activities
?ccasional babysitting and ensure smooth handovers between co-parents
?eep track of important dates for passports, insurance, leases, subscriptions, taxes, and more
?ontribute to ad-hoc projects as needed
?+ years experience as an Executive Assistant / Personal Assistant or in a similar role
?+ years of experience in a customer service role, ensuring outstanding support to clients
?xperience with several of the Operational platforms, such as G-suite, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Project Management tools (Asana, Monday.com, Notion, or Trello), Quickbooks, and Calendly
?ands-on experience with several of the following technical retailer platforms: Shopify, Klavio, Canva, and Social Media Platforms (Facebook, Instagram, LinkedIn, Tik Tok)
? proactive and self-motivated individual who excels at prioritising tasks based on urgency and identifying opportunities for process improvement.
?xcellent organisational and time management skills, with a knack for multitasking effectively
?trong attention to detail and problem-solving abilities
?bility to listen attentively and actively engage in conversations
? mature, hardworking, dedicated, and passionate attitude towards work
?ust #rockwithcare and take pride in everything they do
?ocused on progress rather than perfection, with a dedication to continual improvement
?nterest in physical organisation of inventory, documents, swag, stationary, etc.
?xperience with design or inventory management
?bility to handle confidential information with the utmost discretion
?nthusiasm for learning and personal growth, including receiving (and offering) constructive feedback
?xperience in formatting presentations and creating visually appealing content
?ffective, open, and honest communication skills, with a proactive approach to following up and assertiveness when needed
?xceptional communication skills, both written and verbal
?bility to maintain confidentiality and exercise good judgment
?roactive and self-motivated, with a strong sense of responsibility and ownership
?bility to work independently and as part of a team
?lexibility and adaptability to work in a fast-paced and ever-changing environment
?igh level of professionalism and dedication to customer service
?een interest in developing emotional intelligence (EQ) and intuition
?nowledge of the Health, Wellness, or Retail industry is an asset
?xperience working with children is an asset
?his role will involve travel for errands, inventory management, workshops, lectures, exhibitions, and retreats as required. Car not required. Public Transport or Ubers suffice :)
?he job will require lifting of inventory, props, camera stands, etc. Nothing too heavy but an FYI.
?n opportunity for personal growth through participating in a variety of projects
?ree Grounded 1002 products
?earn about best practices in wellness
?uccession planning: Within the next 18 months, the ideal candidate will have the opportunity to develop their own full-time role within Grounded 1002, either taking ownership of a specific function OR we encourage dialogue to help you fulfil your future goals, even if they are not with Grounded 1002.