Executive Assistant

Zoopla; London; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A leading company in the property sector is seeking an experienced Executive Assistant to support its executive leadership team. The role involves managing calendars, coordinating projects, and ensuring efficient communication within the team. Ideal candidates will have strong organisational skills and a proven track record in supporting senior executives in a fast-paced environment.

Benefits

Everyday Flex - greater flexibility over where and when you work

25 days annual leave + extra days for years of service

Day off for volunteering & Digital detox day

Festive Closure - business closed for period between Christmas and New Year

Cycle to work and electric car schemes

Free Calm App membership

Enhanced Parental leave

Fertility Treatment Financial Support

Group Income Protection and private medical insurance

Gym on-site in London – or membership in regional offices

7.5% pension contribution by the company

Discretionary annual bonus up to 10% of base salary

Qualifications

• Proven experience supporting C-level executives.
• Exceptional organisational skills and strong attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate logistics for meetings and manage calendars for executives.
• Support project coordination and execution for the ELT.
• Maintain and organise documents for easy access.

Skills

Organisational skills

Communication

Project coordination

Time management

Attention to detail

Tech-savvy

Tools

Google Suite

Miro

Job description

Hybrid Working Pattern - 2 days per week from Tower Bridge office

Zoopla is one of the UK’s most instantly recognisable property brands. In fact, we’re known and loved by over 91% of the nation (and we’re working hard on the other 9%). Our mission is to help the nation make better home decisions - by connecting everyone to their home and giving them personalised insights to help with moving, managing or financing. Over 50 million people visit Zoopla every month to access exclusive data and information on every UK property, search over 500,000 homes for sale and rent, find the best agents and secure the latest mortgage deals.

We’re a growing, dynamic team that embraces innovation and isn’t afraid to push the boundaries. We’re only just starting our journey to redefine the digital property landscape, with much more to explore and achieve. Join us, and transform the way the nation makes home decisions.

We are looking for an experienced, efficient and professional EA to support the Chief Executive Officer, Chief Operating Officer and the Executive Leadership Team (ELT) within Zoopla, and manage and coordinate on key projects. You will be a highly organised self-starter who enjoys building and improving processes as well as managing and ensuring execution on projects that will enhance efficiency within the Zoopla ELT.

You’re resilient, comfortable with uncertainty and able to adapt to changing circumstances without missing a beat. You’ll have a passion for delivering the highest standard of customer service at all times. You will thrive in a fast paced environment where multi-tasking and prioritisation is the norm and relish the opportunity to own your role and use your initiative.

Responsibilities

• Organising all Zoopla meeting cadence: Coordinate logistics for all Zoopla meetings, including tech setup (All Hands, steering, trading, monthly review). Manage the calendar for these meetings. Ensure smooth execution and technical support during the meetings.
• Calendar and Travel Management: Manage calendar for Zoopla CEO and COO, and wider ELT as needed. Coordinate travel arrangements when necessary.
• Meeting Management: Ensure that the COO is fully prepared and briefed for meetings and manage meeting logistics.
• Understanding Team Priorities: Develop a knowledge and understanding of team priorities. Support in prioritising tasks based on the team's goals and objectives.
• Project Coordination and Execution: Work closely with the Zoopla ELT to coordinate activities and ensure that timelines are communicated and adhered to. Implement systems to track tasks and deadlines, and follow up with team members to ensure tasks are completed on time. Compile regular status reports on ongoing tasks and share updates with the Zoopla ELT.
• Zoopla Leadership Team Meetings: Coordinate and attend Zoopla Leadership Team meetings. Circulate meeting agendas, document discussions, and follow up on action items.
• Team Events Organisation: Coordinate and attend team events and workshops. Ensure smooth organisation and logistics for these events. Source venues and catering as needed.
• Communication Support: Act as a point of contact for internal and external communication on behalf of the ELT where appropriate. Draft and edit correspondence, emails, and other communication materials.
• Document Management: Maintain and organise documents, presentations, and reports for easy access. Assist in the creation and formatting of reports and presentations.
• Expense Management: Manage and process expense reports. Ensure compliance with the company's expense policies.
• Invoice Management: Raise purchase orders and process invoices in line with company policy.

Experience and skills required

• Proven experience supporting C-level executives and senior leadership teams.
• Demonstrated experience in coordinating and supporting projects and execution.
• Previous experience in administrative roles, with a focus on organisation and coordination.
• Exceptional organisational skills and strong attention to detail.
• Excellent written and verbal communication skills, and ability to effectively communicate with internal and external stakeholders.
• Demonstrated experience in project coordination.
• Proficiency in using collaboration tools such as Miro, as well as Google Suite.
• Tech-savvy with the ability to quickly learn and adapt to new technologies.
• Effective time management skills to meet deadlines and manage competing priorities.
• Capacity to work efficiently in a fast-paced and dynamic environment.

• Everyday Flex - greater flexibility over where and when you work
• 25 days annual leave + extra days for years of service
• Day off for volunteering & Digital detox day
• Festive Closure - business closed for period between Christmas and New Year
• Cycle to work and electric car schemes
• Free Calm App membership
• Enhanced Parental leave
• Fertility Treatment Financial Support
• Group Income Protection and private medical insurance
• Gym on-site in London – or membership in regional offices
• 7.5% pension contribution by the company
• Discretionary annual bonus up to 10% of base salary