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Executive assistant

Executive assistant

companyALR Music
locationGreater London, UK
ExpiresExpires: 01/07/2024
Permanent position
Mid-Level
£41,000 to £50,000 per year

Salary: £40k+ with a bonus structure

 

An exciting opportunity has arisen for an experienced executive assistant to support the CEO of ALR Music, during a period of expansion for this young, thriving company. 

ALR Music provide exclusive artists for exceptional events. By creating, managing and styling each act in house, they have established themselves as the ultimate music curators for parties, weddings and brand events in the UK and around the world.

Candidates should have strong experience in a similar role, supporting a CEO/Managing Director within a young, dynamic business. With a precise attention to detail and the ability to multitask, you will be able to juggle changing priorities. You will need to set up workflows and processes, as the company grows around you. As a confident and independent thinker, you will have a have a great work ethic and an enthusiastic and flexible attitude to the tasks you are set.

You will have excellent communication skills, both written and verbal. A great command of the English language is crucial, and you will be comfortable drafting or proofreading emails, biographies, press releases and company presentations. Above all you will be incredibly organised and enjoy the challenge of supporting a busy CEO and managing his pressurised lifestyle and timescales.

You will work closely with each member of the team and need to quickly gain an excellent understanding of the inner workings of each section of the business. An interest in Music and/or Events is key.

The role will be based in the office in Soho (4 days in the office / 1 day from home. Working hours: Monday to Friday, 10am – 6pm (additional hours as required). 25 days holiday.

 

Responsibilities

Executive assistance to CEO 

  • Coordinate and manage a complex diary, scheduling meetings, appointments, and travel arrangements, whilst always anticipating and proactively addressing any scheduling conflicts.
  • Deal with a broad spectrum of people including very senior individuals and  VIP clients, this could include email correspondence, phone calls and attending in-person meetings. 
  • After internal/external or video calls, organise follow-up paperwork, and reminders for further meetings/tasks.
  • Arrange travel including flights, ground transportation and accommodation and prepare itineraries and travel packs.
  • Assist with writing emails, biographies, press releases and company presentations.
  • Manage and submit expenses.
  • Handle sensitive information with the utmost confidentiality and discretion.
  • Manage confidential documents and maintain secure records.
  • Act as a gatekeeper, filtering and redirecting requests as appropriate.

Personal assistance to CEO 

  • Organise personal travel.
  • Liaison with family and management of personal diary.
  • Ad hoc personal tasks such as dry cleaning, dinner reservations and organising personal meetings and appointments.

Wider company support

  • Work closely with members of the senior team on behalf of the CEO, and act as a channel of communication between team members and the CEO.
  • Organise internal meetings with other team members.
  • Support other members of the team with urgent issues.
  • Organise company and team events, such as Christmas Party and company offsites.
  • Utilise the company software systems, including Monday.com and QWILR, to report relevant data to CEO and create company pitches and presentations. 
  • Coordinate the design and build of a new 3rd floor office space.
  • Manage two office floors by maintaining the boardroom calendar, as well as buying necessary office items including furniture, décor and other required items.
  • Manage office supply orders.
  • Manage the annual client gift order as well as ad hoc gifting throughout the year.
  • Coordinate with 3rd party suppliers such as building management, cleaning service, phone answering service, IT company, insurance brokers.

 

Knowledge, skills and experience

  • Strong experience in a similar role supporting a CEO within an international, fast paced, and dynamic environment.
  • Technical acumen with strong IT skills (including Microsoft Office (Powerpoint, Excel) and experience working on Mac), with experience, knowledge and capabilities that will benefit the business.
  • Excellent planning and organisational capabilities with a keen eye for detail.
  • A naturally collaborative team player who is self-motivated, proactive and flexible to changing circumstances.
  • Positive, enthusiastic, and adaptable mind set with a “can do attitude”.
  • Natural problem solver who can remain calm under pressure.

 

  Benefits

  • A competitive salary of £40k+ with a bonus structure
  • Nest pension contribution
  • Collaborative and dynamic work environment
  • Office based in Soho, Central London, with Fridays working from home
  • 25 days holiday, plus bank holidays
  • Working hours 10am – 6pm, although some evening and weekend work may be required due to the nature of CEO’s travel and the event business.

 

Please apply as soon as possible, and by Monday 17th June, as we will be looking to interview from that date.

The employer reserves the right to close the listing and stop accepting applications sooner than the original deadline. Therefore we strongly recommend applying at the earliest opportunity.

We welcome and encourage applications from candidates who are under-represented in the creative industries. 

Fields of study

  • Business administration / Management
  • Music
  • Tourism / Eventmanagement

Level of experience

  • Mid-Level

Salary range

  • £41,000 to £50,000 per year

Required languages

  • English

Required skills

  • MS Excel
  • MS Office
  • MS Word
  • MS Outlook
  • MS Powerpoint