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Executive Assistant

oliverplus · 30+ days ago
Negotiable
Full-time
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JOB DESCRIPTION FOR EXECUTIVE ASSISTANT 
Role: Executive Assistant 
Job Level: Mid (5+ years' experience)

Department: People

Location: Hybrid

Industry: Any

Time Zone Required: BST

Type of contract: FTE

Start Date: Immediate

Language: Proficiency in English is required as we are a global business.

 

A Little Bit About the Role:

We are seeking an experienced and dynamic Executive Assistant to provide high-level administrative support to our Managing Director (MD), Chief Operating Officer (COO), Customer Success Director (CSD), and Executive Creative Director (ECD).  

The successful candidate will play a pivotal role in maintaining the smooth operation of the executive team, adapting to a rapidly changing environment, and contributing to the overall success of the company. OLIVER+ is a fast-paced, progressive, and inclusive global content and production company with a focus on innovation and creativity. We operate in dynamic markets across time zones. Our commitment to diversity, technological advancement, and a collaborative work environment sets us apart in the industry. 

You'll be interacting with employees from levels across the company and have to navigate many ad hoc demands, so you must be a real people-person who enjoys managing expectations and problem solving. As an equal opportunity employer we are open to flexible working requests. 


What You'll be Doing:

 

  • Manage complex calendars, coordinate meetings, and ensure effective time management for the MD, COO, CSD, and ECD
  • This role will involve extensive diary management across multiple time zones, so a calm yet confident approach is required for the organization of an ever-changing diary.
  • You may be responsible for expenses and meeting bookings across busy diaries
  • You will manage the travel requirements for executives, prepare travel agendas, and manage the diary accordingly. (where needed)
  • The role may require preparation/formatting of documents and other correspondence, so knowledge of standard industry packages such as Microsoft Office is essential.
  • You may be required to pick up projects across the business and support the home team as and when required
  • Dealing with a variety of ad-hoc queries and requests from across the business and facilitating general administrative duties.
  • Stay progressive in the use and trialing of technology tools to enhance productivity and efficiency.
  • Implement and manage digital tools for project management, communication, and collaboration.
  • Thrive in a fast-paced environment and embrace change, adapting seamlessly to evolving priorities and challenges.
  • Juggle multiple tasks and priorities effectively, ensuring all deadlines are met and attention to detail is maintained. 
  • The ideal candidate will be friendly, organized with a good sense of humour and written communication style.



What You'll Need:

 

 

  • Essential: 5+ years of relevant experience in Executive Assistance or Project Management Office (PMO).
  • Proficient in diary management with strong communication and presentation skills.
  • Excellent command of Microsoft Office Suite and familiarity with project management tools.
  • Demonstrates professionalism and courtesy in interactions with staff and clients.
  • Outstanding attention to detail coupled with an engaging and professional communication style.
  • Key attributes include flexibility and adaptability in this fast-paced role.
  • Highly skilled problem solver, capable of independently resolving issues for the benefit of Directors and, where applicable, the business.
  • Important to possess effective multitasking abilities, considering the numerous responsibilities involved.
  • Handle sensitive information discreetly and maintain a commitment to maintaining a high level of confidentiality.

You'll Have:

 

  • Relevant degree or diploma.
  • Languages spoken (English).


A little bit about us

We are OLIVER+ (previously known as MORE), part of OLIVER and the Inside Ideas Group.

 

We’re a global collective of creatives, technologists and production experts who create and maintain world-class content in film, CGI, motion design, digital, print and tech. We connect opportunities for clients by providing high quality solutions and capabilities to ambitious businesses all over the world.

 

You can find us here:

 

 

 

Other essential points to note:
As we are working remotely, it is essential that the ideal candidate have the following in place to ensure there are no delays on delivering work timeously:

  • Back-up power supply, if necessary.
  • Stable internet connectivity – fibre connection preferable (options can be discussed) in order to connect to remote servers as well as conduct virtual meetings daily.
  • Personal computer with relevant capabilities necessary for the role.
  • This is a snapshot of the responsibilities & desired deliverables. Other areas for delivery and responsibilities may be added or addressed during the period of employment. This document should not constitute as the sole indicator for responsibilities and delivery, but it can be used as a generic guide to help with managing your performance.

Inside Ideas Group and its affiliates are equal opportunity employers committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All suitable applicants shall be considered for employment without regard to race, ethnicity, religion, gender identity, sexual orientation, age, neurodiversity, disability status, or any other characteristic protected by local laws.

 

 

Last updated on Jan 12, 2024

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