Job description
*this role is open to remote working within the UK. Successful candidates will be required to travel to their closest UNiDAYS campus (London or Nottingham) on occasion.
The role in a nutshell
We’re seeking a highly skilled and proactive Executive Assistant to become an indispensable partner to our senior leadership team, specifically supporting our COO and CFO. This isn’t just an administrative role; it’s a pivotal position where you’ll directly contribute to our success by providing comprehensive, high-level support that drives efficiency and enables strategic focus.
You’ll be the linchpin for seamless coordination, expertly managing complex calendars, orchestrating critical communications, and spearheading special projects. If you thrive in a fast-paced environment, possess impeccable discretion, and are ready to make a significant impact, we invite you to grow your career with us.
Day to day responsibilities
Calendar and Schedule Management:
- Diary management: Strategically managing the executive’s time, prioritising appointments, and handling scheduling conflicts.
- Meeting coordination: Planning, scheduling, and setting up meetings (in-person or virtual), including preparing agendas, managing attendees, drafting presentation materials, and taking minutes.
- Travel arrangements: Booking flights, accommodations, transportation, and creating detailed itineraries for business trips.
Communication and Correspondence:
- Email management: Screening incoming emails, responding on behalf of the executive, and prioritising important communications.
- Drafting documents: Preparing professional correspondence, memos, reports, presentations, and other documents, often handling sensitive and confidential information.
- Liaison: Acting as a point of contact between the executive and internal staff, clients, external stakeholders, and even board members.
- Action Tracking: Taking clear actions from meetings, following up with owners to ensure completions and ensuring clear visibility on action status.
Administrative and Team Management:
- Expense reports and budgeting: Compiling and submitting expense reports, and assisting with budget monitoring if required.
- Data and research: Conducting research, gathering information, and compiling data to support the executive’s decision-making and projects.
- Team Assistance: Supporting executive and key leaders with team events, onboarding / offboarding employees and coordinating key performance review periods.
- Executive Networking: Managing external speaking and networking opportunities for executives.
Project and Office Support:
- Office organisation: Work with People Team to manage office supplies, and ensure the workspace is fit for purpose.
- Project management Support: Overseeing and tracking specific sensitive projects, ensuring deadlines are met, and following up on outstanding items.
- Strategic involvement: Providing insights, preparing briefing materials, and even standing in for the executive in certain meetings.
- You will evaluate and measure your own performance and seek feedback for continuous improvement. You also commit to regular check-ins with your line manager and to be proactive in completing your quarterly, Mid-Year and End of Year reviews to ensure your manager has enough time to complete before the deadline.
What we need from you
Who You Are
Characteristics and the factors that contribute to the individual’s motivation to perform and remain at a high level:
- Exceptional organisational and time management skills: The ability to multitask, prioritise effectively, and manage a constantly shifting workload.
- Excellent communication: Both written and verbal, with strong attention to detail and a professional demeanor.
- Discretion and confidentiality: Handling sensitive information with utmost integrity.
- Proactivity and initiative: Anticipating needs and taking action without explicit instruction.
- Adaptability and flexibility: The ability to adjust to diverse situations and changing demands.
- Technological proficiency: Able to work across Google Docs Suite and Microsoft Office Suite. Familiarity with AI tools to drive efficiency across your own and COO/CFO workload.
- Problem-solving and decision-making skills: Quickly analysing situations and finding effective solutions. Able to act as effective gatekeeper to COO and CFO.
- Strong interpersonal skills: Building relationships and communicating effectively with people at all levels.
- Business acumen: Understanding the company’s goals and priorities to align their support effectively. What You Have Done
- You must be able to handle a fast-paced environment with continually evolving priorities and projects. We want someone to enhance the commercial and marketing team’s effectiveness by providing information, management support, representing the Executive Team to others and being an all round superstar.
- Several years of executive level support to Executives and/or Directors, ideally in a fast paced, high growth business
International/multinational experience a plus
Perks
We’ve accomplished a lot since we started in 2011, but in many ways, this is just the beginning. This is the chance for you to get in on ground zero. An opportunity to make a difference within the business with global reach. We are the world’s largest Student Affinity Network, with over 22 million verified members in 115 markets including the US, UK, Germany, India, Canada and Australia. We work with 800 of the world’s biggest brands globally, taking their products and services into the hearts and minds of tomorrow’s professionals, delivering engagement, building affinity and sales. You’ll also be working for a Great Place to Work CertifiedTM company who have been recognised on the UK’s Best WorkplacesTM for Wellbeing and UK’s Best Workplaces for Women 2022 list. To find out more about our workplace initiatives, see our UK exclusive case study with Great Place to Work and be sure to visit our profile for more information.
We offer a fast paced, fun & social working environment where you can truly make an impact. We believe that work should enhance and complement your life which is why we leave it up to you to decide where you work. You can choose to work from your assigned campus (either Nottingham or London) or from home, whatever works best for your individual needs. Your manager may request you attend team meet ups at your campus but other than that it is up to you! We work hard at UNiDAYS, but we also believe in fair compensation for hard work. That’s why we’re pleased to offer all employees full access to our comprehensive benefits package.
Our perks include:
- 25 days holiday per year increasing with length of service, plus flexible bank holidays
- Competitive salaries
- 4pm finishes every Friday
- Company bonus scheme
- Company pension scheme
- Private health insurance (Vitality)
- Income protection policy
- Life assurance policy
- Employee Assistance Program
- Enhanced parental leave pay
- Core hours with flexibility around how/when you manage your time
- Regular team building activities
- The latest tech and hardware will be supplied from day one
- Good Vibes Program: we know we’ve all had to adapt to new ways of working and UNiDAYS has always taken pride in the community we’ve created in the office but we’re just as committed to creating an innovative approach to fostering connections and improving engagement outside of the office! We want to boost your remote working experience so think virtual parties, pottery classes, wellness classes and guest speakers just to name a few!
- Support for home working for all new team members. We will help assess your home set up and you can expense £150 towards any additional furniture you may need to be safe and comfortable when working from home
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status or disability status.
