Executive Assistant to CEO

InspiredMinds!; London; On-site; GBP 34,000 - 40,000; Full time

Job summary

A leading technology organization is seeking a detail-oriented Executive Assistant specializing in supporting the CEO with comprehensive administrative tasks. The role includes calendar management, communication handling, travel arrangements, and event coordination, all designed to optimize efficiency within a fast-paced environment. Competitive salary, generous holidays, and professional development opportunities are offered.

Benefits

Generous holiday allowance

Potential global travel

Training and development opportunities

Flexible working procedures

Staff share options

Qualifications

• 2-3 years proven experience as an Executive Assistant.
• Previous experience supporting events or working in event coordination.
• Exceptional communication and writing skills.

Responsibilities

• Manage the CEO’s complex schedule.
• Coordinate intricate travel schedules.
• Support in collating expenses for the CEO.

Skills

Communication

Organisational Skills

Attention to Detail

Multitasking

Proactive Mindset

Tools

Microsoft Office

Google Workspace

Project Management Tools

Job description

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Events Project Manager | Specialising in Live & Virtual Events

InspiredMinds is a global AI and emerging technology group focused on AI4Good. Our mission is to ensure that AI and emerging technology is inclusive, equitable and safe. We bring together the global AI ecosystem from Enterprise to BigTech, Startups, Investors, and Science. We are the world's largest and most active AI community of over 220,000 in 160+ countries, and have 20 years of experience in technology and large-scale festival-style summits. We are at the forefront of AI innovation, united tech innovators, rule breakers and change makers.

OUR CULTURE

Our culture is our biggest asset - we really care about our mission, striving towards AI4Good. We are aligned with the United Nations Sustainable Development Goals and our “why” is to ensure that emerging technology is inclusive, equitable and safe.

We have a core team of very talented people working behind the scenes to make sure that our community has a great experience and we’re always thinking of new ways to make things better.

We're looking for attitude, we want you to take risks and recognise that failure is just part of the journey. We want you to love people, love what you do and love working as a team. We want you to be rebellious and constantly challenge the world around you and always look for opportunities to improve and innovate. We don't do status quo here.

THE ROLE

This pivotal role offers a highly motivated and detail-oriented Executive Assistant the opportunity to work in close proximity to our CEO and Founder and Operating Board, providing comprehensive administrative support to ensure smooth and efficient operations.

The ideal candidate will enjoy variety, possess exceptional organisational skills and a proactive mindset, and will understand the importance of handling confidential and sensitive information with the utmost discretion. You will thrive in a fast-paced environment and be passionate about contributing to the success of our trailblazing products and dynamic team.

KEY RESPONSIBILITIES:

• Calendar Management : Efficiently manage the CEO’s complex schedule, ensuring meetings are prioritised, planned, and optimised to maximise productivity.
• Communication Handling : Respond to emails on behalf of the CEO, flagging important communications that require attention and ensuring timely follow-up on key priorities.
• Travel Arrangements : Coordinate intricate travel schedules, including international flights, hotel bookings, and detailed itineraries, to ensure seamless travel experiences.
• Meeting Coordination : Organise and schedule meetings, prepare agendas, and capture detailed action points to ensure follow-through.
• Event and Administrative Support : Work collaboratively with the Central Admin team to support the coordination of international events, assisting with vendor management, logistics, and event timelines. Provide varied administrative support across multiple projects, helping to track deadlines, manage resources, and ensure smooth execution. This role offers a high level of variety, requiring adaptability and the ability to juggle multiple responsibilities effectively.
• Document Preparation : Use your creative flair to design bespoke decks, reports, and presentations for the CEO, ensuring all documents are accurate, professionally formatted, and tailored to the specific needs of each project or meeting.
• Expense Management : Support in collating expenses for both the CEO and Central Admin team, liaising with the finance department to ensure accurate reconciliation and timely processing of accounts.
• Task Prioritisation : Anticipate the CEO’s needs by proactively managing tasks, prioritising workloads, and ensuring deadlines are consistently met.
• Confidentiality : Handle sensitive information with utmost discretion, maintaining confidentiality at all times
• Personal Support: Provide assistance with a variety of confidential personal tasks for the CEO, managing sensitive matters discreetly and efficiently to ensure smooth day-to-day operations.

REQUIREMENTS:

• 2-3 years proven experience as an Executive Assistant, preferably supporting C-suite executives.
• Previous experience supporting events or working in event coordination roles/environments.
• Exceptional communication and writing skills.
• High proficiency in Microsoft Office, Google Workspace, and project management tools.
• Strong organisational skills, with the ability to multitask and prioritise effectively.
• Self-starter with a proactive mindset, able to work independently in a remote environment.
• Detail-oriented with a high level of accuracy and professionalism.
• Ability to adapt quickly and remain calm under pressure.
• Experience managing schedules and communications in a fast-paced, remote setting.
• A knack for streamlining processes and optimising efficiency.
• Previous experience supporting executives in the tech or AI industry.

BENEFITS

• Salary £34K+ depending on previous experience
• Generous holiday allowance (22 days excluding Bank Holiday)
• The potential to travel to meetings/events globally
• Lots of training and development opportunities
• Some flexible working procedures in place
• Staff share options
• Great working culture and the chance to be part of something really progressive that rewards hard work and an understanding of event cycles

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Technology, Information and Media

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