You’ll need to be both UK-based or have the appropriate to work within the UK for this function. This function and the entire enterprise are absolutely distant.
As our Govt Assistant, you will construct the methods that defend targeted work in our fast-growing distant staff. Success means dealing with the fixed stream of data and operations so our Managing Director can consider strategic priorities. Your wonderful help will make this attainable.
We’re searching for somebody who finds satisfaction in wonderful help. You may remedy the fascinating puzzles that maintain a distant enterprise working easily. You may deal with our core operations whereas recognizing methods to make issues higher. Your cautious consideration to finance, staff coordination, and assembly administration will assist the entire staff succeed.
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We’re distributed the world over, however our core collaboration hours are GMT/UTC-based. We regularly meet up with colleagues for staff meetups and conferences.
This place will be damaged down as follows:
50% process-driven firm admin / MD admin30% reactive work and particular projects20% conferences – preparation, attendance, follow-up
Finance, HR, and firm operations admin – you will personal these areas and the related processes, taking this over from the MD and defending the time it frees up:
Handle day-to-day monetary duties, together with expense processing (bookkeeping), drafting of batch funds, bill assortment, and sustaining correct information.Deal with consumer invoicing, and guarantee well timed funds (each incoming and outgoing).Coordinate with exterior accountants for correct monetary reporting and payroll/pension administration.Handle compliance-related paperwork and ad-hoc monetary requests from the staff.Assist with new hires; publish job descriptions to our Applicant Monitoring Software program and job boards, and deal with preliminary screening of candidates earlier than passing over to the Hiring Supervisor.
Conferences – conferences form how data flows by our enterprise internally and externally. You may make sure the MD and staff are ready to make use of them as engines of readability and motion:
Put together for conferences, together with guaranteeing agendas and inside notes are ready. Your objective is to make sure we utilise our assembly time most successfully and are capable of put our greatest toes ahead.Attend conferences and take minutes, or hearken to recordings of conferences and take minutes. You need to be extraordinarily comfy with crafting correct, efficient, and helpful minutes.Triage subsequent actions arising from conferences, together with assigning or drafting follow-up emails or duties.
Gross sales and advertising admin – we have to transfer shortly when enquiries are available, to safe new enterprise. You may each proactively deal with components of this, and assist us construct higher processes:
Draft contracts and proposals for shoppers. These are all templated however want cautious consideration to element to make sure particulars are up-to-date for the consumer. As soon as now we have a “sure” from a consumer these are sometimes time-sensitive, so working shortly and precisely is essential.Draft gross sales emails, primarily as follow-ups from the MD or Head of Partnerships’ conferences.You’ll be anticipated to take the initiative. For instance, we would inform a consumer on a name we’ll draft a quote. You’ll must draft the quote based mostly on pricing you’ve discovered for comparable earlier initiatives, for the MD to evaluation.Guarantee all follow-ups are delivered in a well timed method, roping in stakeholders if and the place crucial and taking the accountability for supply.
Emails – e-mail is one in all our largest sources of context-switching and interrupted focus. You may assist construct higher patterns for managing this stream of data:
Help the Managing Director with sustaining an organised and environment friendly inbox, together with drafting replies or responding instantly on his behalf at timesEffectively triage emails, perceive attainable programs of motion, and current data to the MD in a approach that lets him shortly present a batch of responses that unblock you Construct templates and methods for dealing with recurring e-mail patterns, creating extra predictable response flows and lowering the cognitive load of fixed triage
Journey – coordinating staff connection in a distant enterprise requires each tactical talent and strategic considering. From retreats that deliver our entire staff collectively by to Management convention journeys that construct our business presence, you will deal with the logistics that create seamless experiences:
You may be chargeable for organising our (sometimes twice-a-year) firm meet-ups, together with researching and budgeting areas, reserving flights and lodges for 20+ individuals, discovering and reserving eating places, assembly rooms, and actions.You’ll want to combine efficient analysis abilities with organisation. What’s the most effective compromise for a resort, between the price of 20+ rooms, journey time from our assembly house, and the necessity for a cushty keep? How will we get from the resort to dinner if it’s raining? The place will we discover a native photographer? Are there sufficient eating places that meet everybody’s dietary necessities? These are all questions you’ll must proactively cope with to make sure now we have a productive and clean journey.On a smaller scale: members of the Management staff journey a few instances a yr for conferences. These are sometimes multi-city journeys requiring tight coordination. You’ll be chargeable for (remotely) aiding them with journey, lodges, and consumer dinners/presents.
Particular initiatives – nice Govt Assistants anticipate wants and construct methods that stick. You may tackle a mixture of one-off initiatives and ongoing enhancements, recognizing methods to make our enterprise work higher:
Help the MD with duties day-to-day. The remit of this function is just not “observe this clearly outlined course of each time”, however “take this largely completed mission and work out methods to proactively take it to completion”. These duties may contact mission administration, writing/enhancing, triaging data, and guaranteeing motion is taken. Some examples:We’re on the pathway to changing into a B Company and this requires numerous paperwork. You may deal with numerous the work to take us in keeping with B Corp requirements. This may contain numerous mission administration, coordinating new insurance policies, delegating duties and follow-up to make sure initiatives are completed on-time and efficiently.Put collectively the corporate month-to-month publication from content material supplied by the MD or Technique staff: load into our e-mail software program + WordPress and schedule, draft and schedule social media posts (together with Thought Management type LinkedIn content material) based mostly on the publication (this requires understanding which components of the content material work as standalone items, liaising with our Graphic Designer to get belongings), and schedule content material throughout firm and private LinkedIns.
Ellipsis is a completely distant firm with staff members throughout the globe. We function a beneficiant flexitime coverage and once-a-month we run a 4 day week! Whereas this function typically follows customary UK enterprise hours (9-5.30pm), some flexibility is required to help occasional late conferences. A couple of times every week, you might want to help with conferences scheduled between 4-6.30pm UK time to accommodate shoppers in California. This may increasingly contain getting ready for, attending, and following up on these conferences. Day without work in lieu shall be supplied for any hours labored exterior of standard enterprise hours.
It is a business-focused function and the overwhelming accountability is with the enterprise. You could be sometimes requested to care for private admin for the MD.
You are at your finest making issues run easily behind the scenes. Your consideration to element helps catch small points earlier than they develop into issues, and you are taking delight in anticipating what’s wanted subsequent.
Some necessities for this function:
Sharp eye for element, particularly with written EnglishExperience bettering how issues work (in any context)Sturdy writing and enhancing skillsComfort working remotely and managing your personal timeConfidence with digital instruments like Google Workspace and mission administration softwareAbility to work UK hours with flexibility for infrequent late conferences
We welcome candidates with conventional EA/PA backgrounds and those that’ve developed these abilities elsewhere. Extra essential is your knack for turning chaos into calm and constructing belief by constant execution.
It is a full-time, 100% distant function. Earn a living from home, or the seaside! You will need to have the appropriate to work within the UK for this function.Aggressive, full-time wage with pension, benchmarked to UK charges and based mostly on expertise. The vary for this function is: £35k-£42k/year28 days of paid holidayAn extra 1 paid vacation day a yr with annually of tenure, as much as a most of 5 extra days4-day work week, as soon as a monthGenuinely versatile working, though noting the assembly schedule necessities aboveRegular staff retreats (~2 per yr); final was Edinburgh, beforehand in Oxford, Madrid, and BudapestEnhanced maternity/paternity go away, and sick payYou’ll work for a sustainable, moral firm: we’re aiming to develop into a B Corp by the tip of 2025
It’s essential we discover the most effective candidate for this place, and our choice course of will replicate this.
We’ll evaluation functions on a rolling foundation however interviews begin after the deadline. There’s thus no profit to speeding to use: we’ll bias closely in the direction of your utility’s solutions moderately than your CV, and we’d love so that you can take your time.
We’re lucky to obtain a big quantity of functions. You may make your utility stand out by paying particular consideration to the primary tasks of this function, and “methods to apply”. If you happen to suppose you’re a match, or might be a match – go for it!
We perceive that that is as a lot you interviewing us, as the opposite approach spherical. All through the interview course of, we’re extraordinarily completely satisfied to reply your questions concerning the enterprise, working right here, and the way forward for the corporate.
The ultimate stage of our hiring course of is a paid check mission, which shall be much like work you can anticipate to do for those who have been employed. We’ll provide you with every week to finish the mission, however anticipate that you simply’ll solely want ~4 hours.
We do nice work for shoppers and are constructing an moral enterprise that lets everybody do their finest work. If you happen to suppose you can be the subsequent particular person to affix our staff, please apply 🙂
While we love know-how and sit at the forefront of its adoption (we automate a whole lot of 1000’s of actions a month internally), we wish to hear from you moderately than from ChatGPT.