Executive Assistant

All Space Limited; Reading; Hybrid; GBP 40,000 - 65,000; Full time

Job summary

All Space Limited, based in Reading, seeks an Executive Assistant to support the CEO and CFO. The role is based in our Reading offices, 8:00am–5:00pm, Monday to Friday, with occasional remote work upon agreement with the Line Manager.

Responsibilities include managing calendars across time zones, coordinating board-level meetings and travel logistics, producing reports and briefing documents, and handling confidential communications with tact.

Qualifications

• Experience supporting senior executives in fast-paced environments.
• Proven ability to manage calendars across multiple time zones.
• Strong written and verbal communication for high-level stakeholders.

Responsibilities

• Calendar management: maintain complex diaries across time zones and prioritise competing interests.
• Communications: represent executives and handle sensitive correspondence with discretion.
• Decision making & autonomy: exercise discretion and take ownership of tasks.
• Travel & logistics management: plan domestic and international itineraries with contingencies.
• Meeting coordination: organise board-level meetings and related logistics.
• Document production: prepare reports, presentations and briefing papers.
• Executive support: assist the executive team and Head of Operations with ad hoc requests.
• Proven ability to multi-task in a fast-paced environment and adapt to changing priorities.
• Strong interpersonal skills to influence at multiple levels internally and externally.

Skills

Calendar management

Executive support

Stakeholder management

Multitasking

Discretion & confidentiality

Interpersonal skills

MS Office

Time management

Tools

MS Office

Job description

The role is to support the CEO and CFO with activities including calendar management, meetings and travel & logistic management. The successful candidate will be based in our Reading offices between 8:00am and 5:00pm Monday to Friday, with the option to work remotely on limited occasions when agreed with Line Manager. The role requires some out-of-hour support when the Executive team are in other time zones.

• Calendar Management: Managing complex diaries over multiple time zones involving frequent adjustments, prioritisation of competing interests, and strategic time management.
• Communications: High-level communication &relationship management, representing executives in sensitive / strategic interactions with both internal and external stakeholders.
• Decision Making & Autonomy: A high degree of discretion, confidentiality, decision-making and autonomy.
• Travel & Logistic Management: Manage domestic and international itineraries, proactively plan for contingencies ensuring frictionless travel experiences.
• Meeting Co-Ordination: Organise and support board-level meetings, events, co ordinating detailed logistics, catering ensuring a high standard of professionalism.
• Document Production: Produce reports, presentations, and briefing documents
• Executive Support: Supporting the Executive team & Head of Operations with Ad hoc requests.
• Proven track record of providing support to Senior and Executive Managers in a fast paced and changing environment.
• Strong ability to multi-task, prioritise daily workloads and the flexibility to cope with changing tasks and priorities.
• Strong interpersonal skills and the ability to Influence at multiple levels in an organisation and with external stakeholders
• Highly organised individual and high attention to detail with a results-oriented mindset
• High levels of discretion and confidentiality,
• Ability to push back and manage critical situations as they arise.
• Excellent decision-making skills and ability to work on own initiative
• Experience of coordinating large meetings and small events
• Good MS Office experience. Competence in all MS tools and related applications, management systems and procedures.