Description
At Aptem we’re passionate about creating solutions that enable our customers to deliver world-class training offerings that support their learners in developing in their chosen careers. Demand for our end-to-end SaaS solutions are ever-increasing and we are continuing to expand rapidly as a business. As a result, we are looking for an experienced Executive Assistant to join our growing team.
Reporting into the deputy CEO, the Executive Assistant is responsible for supporting the Senior Leadership Team in being more effective at and managing their daily responsibilities. This is a pivotal role that will help us in the next phase of our growth journey.
We are a remote first organisation, and as such this is a home-based role. However, occasional travel to our office is London or other meeting venues will be required.
Main responsibilities
Representation
* Acting by Proxy: Represent the executives in communications, meetings, and projects, holding delegated authority to act on their behalf as agreed.
Email Management
* Inbox Organisation: Regularly organise and prioritise emails, ensuring critical communications are flagged and addressed promptly.
* Drafting and Response: Respond to emails on behalf of the executives, maintaining a consistent and professional tone.
* Follow-Ups: Track and follow up on outstanding communications to ensure timely responses and resolutions.
Calendar Management
* Scheduling: Coordinate and manage calendars, ensuring optimal scheduling of meetings and calls.
* Conflict Resolution: Adjust schedules proactively to address conflicts, priorities, or urgent requests.
* Meeting Preparation: Ensure executives are well-prepared for meetings, with agendas and supporting materials ready in advance.
Meeting Documentation
* Note-Taking: Attend meetings (as required) to document key decisions, action items, and outcomes.
* Action Tracking: Maintain and circulate follow-up items to ensure accountability and progress.
* Briefings: Prepare concise summaries of meetings or decisions for the executives to reference.
Travel Management
* Arrange travel for CEO (and on occasions other members of the Senior Leadership Team), researching the most convenient and cost-effective options.
Expense Management
* Expense Reports: Accurately prepare, submit, and track expense reports, ensuring timely reimbursements.
* Budget Tracking: Assist with tracking and managing budgets for travel, events, or projects as required.
Project Management
* Task Coordination: Support executives in planning and tracking key projects, ensuring milestones are met.
* Cross-Functional Coordination: Act as a liaison between departments to facilitate project progress.
* Process Improvement: Identify opportunities to enhance workflows and support efficiency in project execution.Event Management
* Executive Events: Plan and execute events such as leadership meetings, executive offsites, and strategy sessions.
* All-Company Events: Coordinate logistics for organisation-wide meetings and events, including virtual and in-person setups.
* Vendor Coordination: Manage relationships with vendors and service providers to ensure event success.
* Customer Events: Provide administrative support in arranging customer forums and similar events.
Confidentiality and Authority
* Delegated Authority: Exercise executive authority as delegated, making decisions or executing tasks on behalf of the executives within agreed parameters.
* Crisis Response: Act promptly and effectively in urgent situations, providing critical support to the leadership team as needed.
Required skills and technical knowledge
* Strong working knowledge of Office 365 applications (Outlook, SharePoint, Word, Excel, PowerPoint etc)
* Basic understanding of commercial contracts
* Prior project management experience
* Extremely organised, diligent and responsible, with strong attention to detail
* Proactive, with a proven ability to take on challenges and issues and resolve them effectively, with limited supervision
* Strong, professional communication skills across all channels (face-to-face, email, telephone), with a friendly and approachable manner
* Excellent stakeholder engagement skills with the ability to serve as a trusted point of contact for internal and external stakeholders, ensuring timely and accurate responses to inquiries
* Confidence and maturity to build strong working relationships at all levels across the business and to challenge constructively when required
* The ability to manage all C-suite-related information with the highest level of confidentiality and discretion
* A continuous improvement mindset and willingness to suggest and implement improvements on a regular basis
* Flexibility and enthusiasm to embrace a fast-moving business and an ever-changing environment
Benefits
* 27 days holiday (excl. bank holidays), plus 1 additional day off on your birthday
* Option to take up to 1 day of paid volunteering leave every year.
* Half a day off at the end of the working week during July and August.
* Option to purchase up to 5 days of additional leave.
* Company pension scheme.
* Life insurance.
* Private health insurance with Aviva.
* Discounted gym membership.
* Retail and other discounts.
* Employee Assistance Programme.
* Learning and development budget.
* Regular paid social events throughout the year.
Aptem are pioneers in developing technology solutions for the vocational training, further education and welfare to work sectors.
Aptem's mission is to create innovations that unleash new levels of efficiency, productivity and personal growth – something that we have been achieving since 2009.
Our commitment to quality has been recognised time and again by our customers, award wins, ISO 9001 and ISO 27001 accreditations, and Cyber Essentials Plus certification.