Experienced Executive Assistant and Personal Assistant for a Dynamic CEO – Remote and In-Person Support Opportunity

Introduction to Grounded 1002

Grounded 1002 is a forward-thinking company dedicated to making a positive impact on individuals' health and well-being. With a strong focus on innovation and customer satisfaction, we are seeking a highly skilled and motivated Executive Assistant and Personal Assistant to join our team. As a key member of our organization, you will provide exceptional support to our CEO, ensuring the seamless and efficient functioning of our business. If you are a proactive, organized, and compassionate individual with a passion for delivering outstanding results, we encourage you to apply for this exciting opportunity.

Job Overview

We are looking for a talented and experienced Executive Assistant and Personal Assistant to join our dynamic team for 20 to 25 hours per week. This role offers a unique combination of remote project work and in-person events and tasks, primarily based in central London. As the right-hand person to our CEO, you will be responsible for delivering outstanding administrative, personal, and event support, handling a diverse range of responsibilities to ensure the success of our organization.

Key Responsibilities

• Provide comprehensive support to our CEO, allowing her to focus on strategic initiatives while ensuring smooth day-to-day operations
• Manage the CEO's calendar, including scheduling appointments, travel time, dedicated working time, and pre-work time for company events, concerts, lectures, exhibitions, and retreats
• Prioritize and arrange meetings based on business priorities
• Manage data input and systematic organization of information
• Project management, including scheduling, setting alerts, and following up on major company deliverables
• Handle effective correspondence and follow-up with freelancers, venues, manufacturers, customers, and partners
• Assist with the preparation and submission of expense reports and basic bookkeeping
• Manage inbox and digital asset organization, including backups of photos, videos, files, documents, laptops, iPhones, and more
• Travel management, including booking flights, accommodations, transportation, and researching venues and offices for meetings, events, concerts, retreats, and more
• Create, maintain, and store templates
• Handle data entry, filing, organizing couriers, preparing mail, and booking meeting rooms
• Organize meetings, prepare meeting agendas, take minutes, and distribute materials in advance
• Participate in meetings by taking accurate notes and distributing action items
• Assist in creating objectives and agendas for each project
• Research, implement, and manage a social media scheduling tool (Facebook, Instagram, LinkedIn, TikTok)
• Create, update, and distribute company documents to employees, freelancers, contractors, partners, and retailers as required
• Conduct research, compile reports, and prepare presentations
• Coordinate and manage special projects, both internal and external
• Research best practices for using AI to systemize processes, increase productivity, and identify potential business partners, freelancers, and vendors

Event Management Responsibilities

• Assist in organizing an array of exciting events such as concerts, workshops, lectures, exhibitions, retreats, collaborations, photo & content shoots
• Conduct research on potential venues, retailers, and industry best practices
• Join events to assist with set up, manage timings, provide exceptional customer service, and ensure smooth operations

In-Person Responsibilities

• Attend meetings on behalf of our CEO when she is unavailable to gather information or complete tasks
• Take responsibility for on-site inventory management
• Assist with product fulfillment as needed
• Physically organize paperwork, files, inventory, company assets, and props
• Handle contracts and ensure they are filed in a timely manner
• Create comprehensive physical and digital binders of business contacts and notes
• Provide assistance during photoshoots and filming for content creation
• Contribute to ad-hoc projects as and when required

Personal Assistant Responsibilities

• Manage the family calendar, which could include coordinating with co-parents, organizing school events, playdates, parties, family travel, bank holiday clubs, babysitting, and assisting with family birthday arrangements
• Occasional household errands such as grocery shopping, picking up gifts, sending packages, organizing clothes and toys, and purchasing household items
• Help with snacks or dinners for playdates as needed
• Assist with party planning
• Handle personal appointments related to healthcare, school, playdates, birthday parties, and babysitting
• Occasionally schedule household maintenance appointments, including gardeners, plumbers, cleaners, babysitters, and donations
• Assist with personal travel arrangements, including booking flights, hotels, and researching activities
• Occasional babysitting and ensure smooth handovers between co-parents
• Keep track of important dates for passports, insurance, leases, subscriptions, taxes, and more

Essential Qualifications

To be successful in this role, you will need:

• 4+ years of experience as an Executive Assistant or Personal Assistant, or in a similar role
• 3+ years of experience in a customer service role, ensuring outstanding support to clients
• Experience with several 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
• Hands-on experience with several technical retailer platforms: Shopify, Klavio, Canva, and Social Media Platforms (Facebook, Instagram, LinkedIn, TikTok)
• A proactive and self-motivated individual who excels at prioritizing tasks based on urgency and identifying opportunities for process improvement
• Excellent organizational and time management skills, with a knack for multitasking effectively
• Strong attention to detail and problem-solving abilities
• Ability to listen attentively and actively engage in conversations
• A mature, hardworking, dedicated, and passionate attitude towards work
• Must be able to handle confidential information with the utmost discretion

Preferred Qualifications

While not essential, the following qualifications are desirable:

• Experience with design or inventory management
• Ability to handle confidential information with the utmost discretion
• Enthusiasm for learning and personal growth, including receiving (and offering) constructive feedback
• Experience in formatting presentations and creating visually appealing content
• Effective, open, and honest communication skills, with a proactive approach to following up and assertiveness when needed
• Exceptional communication skills, both written and verbal
• Ability to maintain confidentiality and exercise good judgment
• Proactive and self-motivated, with a strong sense of responsibility and ownership
• Ability to work independently and as part of a team
• Flexibility and adaptability to work in a fast-paced and ever-changing environment
• High level of professionalism and dedication to customer service
• Keen interest in developing emotional intelligence (EQ) and intuition
• Knowledge of the Health, Wellness, or Retail industry is an asset
• Experience working with children is an asset

Career Growth Opportunities

At Grounded 1002, we are committed to supporting the growth and development of our team members. As an Executive Assistant and Personal Assistant, you will have the opportunity to:

• Develop your skills and expertise in a dynamic and fast-paced environment
• Work on a variety of projects, including event management, project coordination, and administrative support
• Collaborate with our CEO and other team members to achieve business objectives
• Participate in succession planning, with the opportunity to develop your own full-time role within Grounded 1002 or pursue other career goals

Work Environment and Company Culture

At Grounded 1002, we value a positive and supportive work environment. Our company culture is built on the following principles:

• A passion for delivering exceptional results and making a positive impact on individuals' health and well-being
• A commitment to innovation, creativity, and continuous improvement
• A focus on teamwork, collaboration, and open communication
• A dedication to supporting the growth and development of our team members
• A fun and dynamic work environment that encourages creativity, flexibility, and adaptability

Compensation, Perks, and Benefits

We offer a competitive salary and a range of perks and benefits, including:

• Free Grounded 1002 products
• Opportunities for personal growth and development
• A fun and dynamic work environment
• Flexible working hours and remote work options
• Access to a range of tools and resources to support your work

Conclusion

If you are a motivated, organized, and compassionate individual with a passion for delivering exceptional results, we encourage you to apply for this exciting opportunity. As an Executive Assistant and Personal Assistant at Grounded 1002, you will play a vital role in supporting our CEO and contributing to the success of our organization. Don't miss out on this opportunity to join our dynamic team and take your career to the next level. Apply now!

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