Executive Assistant

OASIS Group - Information Secured; Bristol; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading information management provider in Bristol is seeking an experienced executive assistant to support the CEO. The role involves managing a complex schedule, coordinating travel, and ensuring efficient operations. Ideal candidates will have extensive experience in similar roles, exceptional communication skills, and a meticulous approach to detail. This position requires a proactive individual who can work independently and maintain confidentiality. The company offers a dynamic environment suited for motivated professionals.

Qualifications

• Proven experience as an executive assistant or personal assistant.
• Ability to manage complex schedules and travel arrangements.
• Well-versed in facilitating effective communication at C-Suite level.

Responsibilities

• Manage the CEO's schedule, meetings, and travel arrangements.
• Handle calendar management with multiple stakeholders.
• Take accurate minutes during meetings.

Skills

Excellent written and verbal communication skills

Advanced proficiency in Microsoft Office

Strong time-management skills

Ability to work confidentially

Meticulous attention to detail

Flexible team player

Job description

About the Company

OASIS Group is the largest privately-owned information management provider in Europe, securing and managing over 115 million barcoded items, 200TB of digital data, and scanning more than 17 million images per month. Since forming in 1999 we have grown steadily, and we now employ over 1,700 Team Members across six countries. Together we support more than 11,500 clients through our network of over 70 secure, monitored and compliant record centres. As our clients’ single source partner for information management, we offer solutions that cover the full record lifecycle, including file storage; secure online access; data protection; business continuity; and secure destruction.

About the Role

We’re looking for an executive assistant to support the work of our Chief Executive Officer, helping maximise their bandwidth. The ideal person for the job will be familiar working at C‑Suite level, an empathetic and proactive problem solver with exceptional communication skills, excellent judgement and a meticulous attention to detail. You will have a demonstrable depth of previous experience as an executive assistant, ideally in a fast‑paced environment. Experiences in managing international travel and working across time zones. Logistics must be your forte, you will manage an exceptionally busy diary, with constant change. You will be one step ahead, constantly finding creative solutions and removing blockers. You primary responsibility is supporting the CEO, but you will also provide some support to senior leadership within OASIS to ensure that operations run efficiently.

Key Responsibilities

• Manage the schedule of the CEO, including video and in‑person meetings, agendas, mail, email, calls and frequent travel arrangements.
• Complex calendar management, with Board members, clients, investors and team members.
• Plan and manage all travel, working within a strict budget and finding creative ways to make things work / find workarounds.
• Attend meetings in person or virtually with the ability to take accurate minutes during meetings.
• Manage flow of information, tasks and deadlines – Including email inbox management, drafting of emails / decks / reports.
• Preparing for and managing meetings, including organising actions and follow‑up.
• Managing expenses and budgets.
• Maintain professionalism and strict confidentiality with all materials, showing discretion and good judgement.
• Organise team communications and plan events, both internally and offsite.
• Build and maintain excellent relationships throughout the immediate team and wider company.
• Attend occasional events with the CEO and senior leadership team, supporting with networking, follow up and key relationship management.
• Support the CEO with a range of other administrative and support tasks as and when required.

Required Skills

• Demonstrable depth of experience as an executive assistant (or personal assistant).
• Excel under pressure, with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office skills (Power Point / Excel / Word) with aptitude to learn new software and systems.
• Strong time‑management skills and the ability to organise and coordinate multiple projects at once.
• Ability to work confidentially and professionally with the C Suite team.
• Pragmatic and able to apply common sense and to work independently.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Ability to travel as and when required.

The Company is required by law (Immigration Act 2016) to have proof of right to work in the UK, prior to commencement of employment.

The Company is required to conduct a background screening check as set out by the British Standards Institution BS7858 prior to commencement of employment.

OASIS is an equal opportunities employer.

The Company confirm that our legitimate interests comply with GDPR and data protection.