Executive Assistant

Vortexa; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

Vortexa, a fast-growing technology company, seeks an Executive Assistant in London to support the Executive Leadership team. The role involves managing administrative tasks, diary management, and ensuring smooth operations at the Head Office. Ideal candidates will be organized, detail-oriented, and capable of thriving in a dynamic startup environment.

Benefits

Private Health Insurance

Global Volunteering Policy

Qualifications

• Strong track record of supporting multiple executives.
• Ability to multi-task and prioritize effectively.
• High levels of discretion and confidentiality.

Responsibilities

• Provide general administrative support to the Executive Team.
• Manage diary, travel arrangements, and meeting scheduling.
• Assist with document preparation for the Executive Team.

Skills

Organizational Skills

Attention to Detail

Communication

Team Collaboration

Tools

Microsoft PowerPoint

Google Slides

Microsoft Office

Google Drive

Job description

Vortexa is a fast-growing international technology business founded to solve the immense information gap that exists in the energy industry. By using massive amounts of new satellite data and pioneering work in artificial intelligence, Vortexa creates an unprecedented view on the global seaborne energy flows in real-time, bringing transparency and efficiency to the energy markets and society as a whole.

Vortexa is looking for an Executive Assistant to join our London team and play a major part in Vortexa's ambitious growth plans. In this role, your responsibilities will include providing administrative support for Vortexa's Executive Leadership team and day-to-day administration of Vortexa's Head Office.

You will report to the VP of People & Operations and work closely with the CEO and the wider leadership team.

You will be highly organised, have exceptional attention to detail with the ability to prioritise effectively in a constantly changing start-up environment.

The responsibilities of the role will include

• Providing general administrative support to the Executive Team
• Supporting the Executive team with diary management, including travel arrangements and meeting scheduling
• Assisting with document/presentation preparation for the Executive Team
• Transcribing and distributing meeting minutes for the Executive Team
• Managing office meeting/training room diaries & set up prior to key client and board meetings
• London site management - including representation of Vortexa for tenant meetings and leading on resultant actions
• Being the first point of contact for all guests to the Vortexa office
• The handling of any general incoming phone enquiries to the Vortexa office
• Maintaining office supplies, including food, drinks and stationery
• Supporting with the organisation of company and departmental events, as and when required by the Executive and People Teams
• Assisting with screening and distributing of internal communications, as and when required by the Executive and People Teams

Requirements

• A strong track record of supporting multiple executives simultaneously and balancing their differing priorities
• Excellent Microsoft PowerPoint and/or Google Slides skills and demonstrable knowledge of other Microsoft Office and/or Google Drive applications
• The ability to multi-task along with excellent organisational skills
• A positive and enthusiastic attitude
• Strong written and numerical skills
• The ability to adapt to changing priorities and prioritise between several actions
• High levels of discretion and confidentiality
• The ability to build strong collaborative relationships at all levels of an organisation
• The ability to embody and champion a positive and inclusive work culture
• A vibrant, diverse company pushing ourselves and the technology to deliver beyond the cutting edge
• A team of motivated characters and top minds striving to be the best at what we do at all times
• Constantly learning and exploring new tools and technologies
• Acting as company owners (all Vortexa staff have equity options)- in a business-savvy and responsible way
• Motivated by being collaborative, working and achieving together
• Private Health Insurance offered via Vitality to help you look after your physical health
• Global Volunteering Policy to help you ‘do good' and feel better

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

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