Executive Assistant

Kallidus; West of England; On-site; GBP 45,000 - 60,000; Full time

Benefits offered by this job

27 days annual leave

Full tech setup

Birthday off

Enhanced Family Leave

Disability Confident employer

Job summary

Kallidus is seeking an exceptional Executive Assistant to sit at the heart of our Bristol-based leadership team, keeping senior leaders organized, prepared and focused on what matters most.

This true right-hand EA role covers complex diary management, UK and international travel, board meeting preparation and discreet handling of confidential information, with opportunities to shape the office and broader Health, Safety and ESG activity.

Qualifications

• 5+ years' experience as an Executive Assistant, ideally supporting C-suite or Board-level leaders.
• Confidence managing busy, complex diaries and prioritising multiple competing demands.
• Experience organising UK and international travel.
• Excellent organisation and attention to detail.
• Strong written and verbal communication skills, including drafting communications on behalf of senior leaders.
• Excellent judgement and ability to handle confidential or commercially sensitive information.
• Degree-level education or equivalent experience.

Responsibilities

• Take ownership of complex and competing Executive diaries, proactively prioritising, scheduling and protecting time.
• Act as a trusted first point of contact and gatekeeper, using judgement to decide what needs an Executive's attention.
• Organise UK and international travel end-to-end, including flights, trains, hotels, transfers, visas and itineraries.
• Stay calm when plans change and quickly find solutions when the unexpected happens.
• Coordinate Executive and Board meetings, preparing agendas and papers, circulating packs and ensuring everyone has what they need.
• Take minutes and track actions, helping turn decisions into action.
• Support inboxes and correspondence, including drafting communications on behalf of senior leaders.
• Process expenses, purchase orders and spend accurately and on time.
• Build trusted relationships across Kallidus and with external stakeholders, representing the Executive team professionally.
• Handle confidential and commercially sensitive information with discretion.
• Plan and coordinate offsites, team days and internal events.
• Partner with Marketing to deliver the annual Christmas party and create a brilliant experience for staff.

Skills

Executive diary management

Travel coordination

Communication skills

Discretion & confidentiality

MS 365 proficiency

Education

Degree-level education or equivalent experience

Tools

Microsoft 365

Job description

Kallidus is a leading SaaS provider of learning, performance, and talent management solutions. Our award-winning platform helps organisations worldwide empower their people to perform at their best, from simplifying compliance to driving skills development and measurable business outcomes.

We're a friendly, fast-moving team, and we're looking for an exceptional Executive Assistant to sit at the heart of Kallidus and help our senior leaders do their best work.

If you're an experienced EA who loves bringing order to busy schedules, stays calm when plans change, and takes pride in being two steps ahead, we'd love to hear from you.

The Role

This is an true right-hand EA role, supporting our Executive team and helping keep our senior leaders organised, prepared and focused on what matters most.

At the heart of the role is everything you'd expect from brilliant executive support: managing complex and competing diaries, coordinating UK and international travel, preparing for Executive and Board meetings, managing priorities and making sure nothing falls through the cracks.

We're looking for somebody who has experience supporting senior executives and is comfortable operating in a fast-moving environment. You'll need the confidence to manage competing demands, protect people's time, make judgement calls and politely push back when needed.

You'll be trusted to anticipate what's coming rather than simply react to it. Whether that's spotting a diary clash before it becomes a problem, reorganising travel when plans change at the last minute, or knowing when something genuinely needs an Exec's attention, you'll be the person who helps keep everything moving.

Alongside your core EA responsibilities, you'll also play an important part in making Kallidus a great place to work, taking ownership of our Bristol office and facilities and supporting our Health & Safety and ESG activity. Experience here would be great, but you don't need to be an expert. We'll support you to develop your knowledge and skills.

If you're someone who loves making things happen behind the scenes, can build brilliant relationships at every level and gets genuine satisfaction from making busy people's lives easier, this could be a great fit.

What You'll Be Doing

Executive Support

• Take ownership of complex and competing Executive diaries, proactively prioritising, scheduling and protecting time.
• Act as a trusted first point of contact and gatekeeper, using your judgement to decide what needs an Executive's attention and what you can handle yourself.
• Organise UK and international travel end-to-end, including flights, trains, hotels, transfers, visas and detailed itineraries.
• Stay calm when plans change and quickly find solutions when the unexpected happens.
• Coordinate Executive and Board meetings, preparing agendas and papers, circulating packs and making sure everyone has what they need.
• Take minutes and track actions when needed, helping make sure decisions turn into action.
• Support with inboxes and correspondence, including drafting communications on behalf of senior leaders.
• Process expenses, purchase orders and spend accurately and on time.
• Build trusted relationships across Kallidus and with external stakeholders, always representing the Executive team professionally.
• Handle confidential and commercially sensitive information with complete discretion.
• Plan and coordinate offsites, team days and internal events.
• Partner with our Marketing team to deliver our annual Christmas party and give our people a brilliant experience.

Keeping Our Bristol Office Running

• Be a go-to person for our Bristol office, helping make sure it's a welcoming, organised and enjoyable place to work.
• Manage our key office suppliers and contractors across cleaning, maintenance, utilities and other services.
• Keep office equipment, kitchen and refreshment supplies stocked and running smoothly.
• Coordinate visitors, deliveries, meeting rooms and building access.
• Support office improvements and space planning when needed.

Health, Safety & ESG

• Help coordinate workplace Health & Safety and ensure our records and documentation remain up to date.
• Coordinate first aiders, fire wardens, fire drills, safety checks and DSE assessments.
• Work with internal teams and external advisers to help maintain a safe workplace.
• Coordinate our annual carbon footprint survey, gathering information from across Kallidus and working with relevant partners.
• Help keep our ESG and sustainability policies and published documentation accurate and up to date.

What We're Looking For

• 5+ years' experience as an Executive Assistant, ideally supporting C-suite or Board-level leaders.
• Confidence managing busy, complex diaries and prioritising multiple competing demands.
• Experience organising UK and international travel.
• Excellent organisation and attention to detail. You're someone who notices the things other people miss.
• Strong written and verbal communication skills, including the ability to draft communications on behalf of senior leaders.
• Excellent judgement and confidence working with confidential or commercially sensitive information.
• Strong Microsoft 365 skills across Outlook, Word, Excel, PowerPoint and Teams.
• Comfortable picking up different systems for expenses, travel and video conferencing.
• Degree-level education or equivalent experience.

Most Importantly, You'll Be Someone Who Is...

• Proactive. You don't wait to be asked. You're already thinking about what's needed next.
• Calm and unflappable. A last-minute change doesn't throw you. You simply work out what needs to happen next.
• Confident. You're comfortable working with senior personalities, challenging priorities appropriately and protecting their time.
• Discreet and trustworthy. You're someone people can rely on with sensitive information.
• An organiser at heart. You genuinely enjoy bringing structure to busy environments and making sure things run smoothly.
• Warm and approachable. You naturally build strong relationships with people at every level.
• Resourceful. When something doesn't go to plan, your instinct is to find a solution.
• Someone who takes ownership. You see things through rather than waiting for somebody else to pick them up.
• Previous experience in a fast-paced SaaS or technology business.
• Exposure to facilities management or office management.
• Health & Safety experience or a recognised qualification such as IOSH.
• First aider and/or fire warden training.
• Exposure to ESG, sustainability or carbon footprint reporting.

None of the above are essential. If you're a brilliant EA who is keen to broaden your experience, we'll support you in developing these areas.

Where You'll Work

This is an office-first role based in Bristol, and ideally we'd love you to be with us in the office five days a week. We know flexibility is important though, so we're happy to have a conversation about a working pattern that works for both you and the business.

What We Offer

27 days of annual leave

Full tech setup

Birthday off

Support for your ongoing growth & development

Enhanced Family Leave

Kallidus is a Disability Confident employer. We work hard to build an explicitly inclusive space where everybody belongs. Kallidus is a supportive, caring, and enjoyable working environment for all our people, and we are committed to furthering the diversity of our teams.

Diversity brings innovation and creativity through different views, backgrounds, and opinions. As a people-first organisation, it's crucial that our teams reflect global diversity.

Our people are at the heart of our success, and diversity is what drives that. Kallidus positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy or maternity.

Proud member of the Disability Confident employer scheme.