- Company Name
- Clarasys
- Job Title
- Executive Assistant
- Job Description
-
**Job Title:** Executive Assistant
**Role Summary:**
Provide proactive, high‑quality administrative support to the CEO and Chief Client Officer, managing complex diaries, inboxes, travel, events and internal communications. Oversee the Virtual Assistant (VA) partnership, ensuring seamless service delivery, budgeting, and continuous improvement across all pairings while coordinating cross‑office logistics between London and Boston.
**Expactations:**
Deliver impeccable calendaring, correspondence, and travel arrangements that align with leadership priorities. Maintain confidentiality, exercise discretion, and ensure all documentation and processes meet compliance requirements. Proactively identify and resolve issues, forecast demands, and drive continuous service improvements for the VA program.
**Key Responsibilities:**
- **Inbox & Diary Management:** triage, draft responses, archive, sequence priorities for CEO/CCO; manage holidays & protected time.
- **Communication & Correspondence:** oversee team inboxes, update email signatures & templates, draft internal/external communications.
- **Meeting & Event Coordination:** schedule meetings, book leadership lunches, off‑sites, celebrations, weekly events; coordinate festive events.
- **Task & Workflow Management:** act on Monday.com boards, monitor executive priorities, track action items.
- **Client & Stakeholder Support:** maintain client lists, organise on‑site logistics, update contacts in campaigns.
- **Systems & Records Administration:** enter new clients & EA contacts, ensure accurate data across platforms.
- **Travel & Logistics:** arrange travel between UK & US, including visas, itineraries, and expense reconciliation.
- **Legal & Compliance:** create & manage NDAs/MSAs via DocuSign, uphold confidentiality protocols.
- **Governance:** schedule & reschedule board & leadership forums, ensure agendas and minutes are prepared.
- **VA Service Management:** monitor hours, forecast demand, adjust capacity, purchase additional time, run service reviews, gather feedback.
- **Onboarding & Training:** deliver consistent onboarding for new VAs (culture, diary conventions, expenses, etiquette), maintain training materials.
- **Event & Ops Support:** assist Ops team, Office Manager, and internal departments with major company events and ongoing projects.
**Required Skills:**
- Superior prioritisation, anticipation of needs, and attention to detail under tight deadlines.
- Clear written & verbal communication; confident drafting/editing of documents and slide decks.
- Proficient with Google Workspace; quick to learn new systems (e.g., Monday.com, DocuSign, MS Calendar).
- High standard of discretion, confidentiality, and integrity.
- Experience with budgeting, forecasting, and vendor‑management for outsourced administrative services.
- Ability to work collaboratively across international teams and manage cross‑border logistics.
**Required Education & Certifications:**
- Post‑secondary education in Business Administration, Communications, or related field preferred.
- Professional certification in Executive Administration or Office Management (e.g., Certified Administrative Professional) is an advantage.