Executive Assistant / Personal Assistant - England

Successful applicants will be contacted mid-Dec 2024 for interviews. (Excited to speak soon!)

Ideal Start Date: Feb 2025 (flexible for the right person).

Starting from Q4 2024, we have an exciting lineup of projects in store. To make it all happen, we are now seeking to fill one of the most critical roles in our team.

We are on the lookout for a motivated, smart, and caring Executive Assistant / Personal Assistant (EA/PA) to join our dynamic company for 20 to 25 hours per week. This role offers a combination of remote project work and in-person events and tasks, primarily based in central London.

This presents a tremendous opportunity for a committed individual who thrives in a dynamic environment and is dedicated to making a positive impact on individuals' health and well-being.

The hours can be flexibly adjusted to accommodate essential dates involving in-person events and project commitments.

RESPONSIBILITIES

If the successful candidate is interested, there will be an opportunity for the role to become full-time or evolve into something else.

Currently, our company consists of the CEO, Neeta Sharma, 4 project based freelancers, multiple stakeholders, various technical systems, several manufacturers, and our 6-year old General Manager :)

The successful candidate will have regular interaction with these stakeholders and will be responsible for managing the tasks listed below, which we have divided into two main sections:

Executive Assistant (70% of the role) / Personal Assistant (30% of the role)

Executive/ Virtual Assistant (70% of the job – 13+ hours per week)

The successful candidate will be detail-oriented, proactive, caring, and can handle confidential information with the utmost discretion. Neeta imagines this as a tag-team mutually beneficial opportunity. Over 20 years ago, she actually was an EA/PA to a very senior executive and understands the role well.

This position plays a vital role in running the business.

Administrative Duties:

• Manage the CEO's calendar, including scheduling appointments, travel time, dedicated working time, and pre-work time for company events, concerts, lectures, exhibitions, and retreats
• Prioritise and arrange meetings based on business priorities
• Manage data input and systematic organisation of information
• Project management, including scheduling, setting alerts, and following up on major company deliverables
• Handle effective correspondence and follow-up with freelancers, venues, manufacturers, customers, and partners
• Assist with the preparation and submission of expense reports and basic book keeping
• Manage inbox and digital asset organisation, including backups of photos, videos, files, documents, laptops, iPhones, and more
• Travel management, including booking flights, accommodations, transportation, and researching venues and offices for meetings, events, concerts, retreats, and more
• Create, maintain, and store templates
• Handle data entry, filing, organising couriers, preparing mail, and booking meeting rooms
• Organize meetings, prepare meeting agendas, take minutes, and distribute materials in advance
• Participate in meetings by taking accurate notes and distributing action items
• Assist in creating objectives and agendas for each project
• Research, implement, and manage a social media scheduling tool (Facebook, Instagram, LinkedIn, TikTok)
• Create, update, and distribute company documents to employees, freelancers, contractors, partners, and retailers as required (e.g., code of conduct, updated contracts, brand guidelines, product guidelines)
• Conduct research, compile reports, and prepare presentations
• Coordinate and manage special projects, both internal and external
• Research best practices for using AI to systemise processes, increase productivity, and identify potential business partners, freelancers, and vendors
• Interested in business growth whether via online channels, retailers, or events

Event Management:

• Assist in organising an array of exciting events such as concerts, workshops, lectures, exhibitions, retreats, collaborations, photo & content shoots
• Conduct research on potential venues, retailers, and industry best practices
• Join events to assist with set up, manage timings, provide exceptional customer service, and ensure smooth operations

In-Person Responsibilities:

• Attend meetings on behalf of Neeta when she is unavailable to gather information or complete tasks
• Take responsibility for on-site inventory management
• Assist with product fulfilment as needed
• Physically organize paperwork, files, inventory, company assets, and props
• Handle contracts and ensure they are filed in a timely manner
• Create comprehensive physical and digital binders of business contacts and notes
• Provide assistance during photoshoots and filming for content creation
• Contribute to ad-hoc projects as and when required
• Above all, fully embrace the spirit of FUN!

Personal Assistant (30% of the job – 7+ hours a week)

Approximately 30% of this role involves supporting Neeta Sharma with personal and family affairs. While Neeta prefers to handle these matters herself, she needs a compassionate and talented individual to provide assistance when necessary - eg: crunch times.

• Manage the family calendar, which could include coordinating with co-parents, organising school events, playdates, parties, family travel, bank holiday clubs, babysitting, and assisting with family birthday arrangements
• Occasional household errands such as grocery shopping, picking up gifts, sending packages, organizing clothes and toys, and purchasing household items
• Help with snacks or dinners for playdates as needed
• Assist with party planning
• Handle personal appointments related to healthcare, school, playdates, birthday parties, and babysitting
• Occasionally schedule household maintenance appointments, including gardeners, plumbers, cleaners, babysitters, and donations
• Assist with personal travel arrangements, including booking flights, hotels, and researching activities
• Occasional babysitting and ensure smooth handovers between co-parents
• Keep track of important dates for passports, insurance, leases, subscriptions, taxes, and more
• Contribute to ad-hoc projects as needed

• 4+ years experience as an Executive Assistant / Personal Assistant or in a similar role
• 3+ years of experience in a customer service role, ensuring outstanding support to clients
• Experience with several of the Operational platforms, such as G-suite, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Project Management tools (Asana, Monday.com, Notion, or Trello), Quickbooks, and Calendly
• Hands-on experience with several of the following technical retailer platforms: Shopify, Klavio, Canva, and Social Media Platforms (Facebook, Instagram, LinkedIn, Tik Tok)
• A proactive and self-motivated individual who excels at prioritising tasks based on urgency and identifying opportunities for process improvement.
• Excellent organisational and time management skills, with a knack for multitasking effectively
• Strong attention to detail and problem-solving abilities
• Ability to listen attentively and actively engage in conversations
• A mature, hardworking, dedicated, and passionate attitude towards work
• Must #rockwithcare and take pride in everything they do
• Focused on progress rather than perfection, with a dedication to continual improvement
• Interest in physical organisation of inventory, documents, swag, stationary, etc.
• Experience with design or inventory management
• Ability to handle confidential information with the utmost discretion
• Enthusiasm for learning and personal growth, including receiving (and offering) constructive feedback
• Experience in formatting presentations and creating visually appealing content
• Effective, open, and honest communication skills, with a proactive approach to following up and assertiveness when needed
• Exceptional communication skills, both written and verbal
• Ability to maintain confidentiality and exercise good judgment
• Proactive and self-motivated, with a strong sense of responsibility and ownership
• Ability to work independently and as part of a team
• Flexibility and adaptability to work in a fast-paced and ever-changing environment
• High level of professionalism and dedication to customer service
• Keen interest in developing emotional intelligence (EQ) and intuition
• Knowledge of the Health, Wellness, or Retail industry is an asset
• Experience working with children is an asset
• This role will involve travel for errands, inventory management, workshops, lectures, exhibitions, and retreats as required. Car not required. Public Transport or Ubers suffice :)
• The job will require lifting of inventory, props, camera stands, etc. Nothing too heavy but an FYI.

• An opportunity for personal growth through participating in a variety of projects
• Free Grounded 1002 products
• Learn about best practices in wellness
• Succession planning: Within the next 18 months, the ideal candidate will have the opportunity to develop their own full-time role within Grounded 1002, either taking ownership of a specific function OR we encourage dialogue to help you fulfil your future goals, even if they are not with Grounded 1002.