Executive Assistant

Role Overview

• Manage complex diaries and scheduling for Group Board members, anticipating conflicts and resolving them proactively.
• Prepare meeting agendas, coordinate papers, take minutes, and ensure Board members are briefed and prepared for all engagements.
• Manage information flow accurately and on time across the Group Board and Exec teams.
• Arrange travel, accommodation and logistics for Group Board members.
• Liaise with internal and external stakeholders to ensure seamless communication and follow-through on actions.
• Build high-quality PowerPoint presentations for the Group Board, including board packs, investor updates, all-hands materials and exec-level communications, well-written, well-designed and on-brand.
• Support reporting cycles by consolidating inputs from across the Group, sense-checking data, and helping produce clear, accurate reports and summaries.
• Undertake research and produce ad-hoc reports as required.
• Plan, coordinate and deliver internal events, from company-wide gatherings to team offsites, sometimes leading end-to-end and sometimes supporting senior stakeholders, taking ownership of logistics, communications and delivery.
• Collaborate with the Marketing and Communications team on Group-wide communications.
• Manage the day-to-day running of the Smartbox Bristol office, including supplier and facilities management, greeting visitors and coordinating with building management.
• Handle personal and sensitive data in line with company policies, GDPR, HIPAA and data protection regulations.
• Support the company’s Quality Management System, sustainability goals and health and safety policies.

Requirements

• Proven experience as an Executive Assistant, PA or similar role supporting senior leadership.
• Excellent MS Office skills, with particular strength in PowerPoint
• able to build clear, compelling, professionally designed presentations independently.
• Strong reporting skills, comfortable working with data, consolidating inputs and presenting information accurately.
• Outstanding organisational and time management skills, with a natural tendency to plan ahead and anticipate problems.
• Strong personal initiative
• identifies what needs doing without being asked and acts on it.
• Comfortable using AI tools to improve efficiency and output quality, whether for drafting, research, summarising or presentation work.
• Experience organising or coordinating internal events.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Discretion and sound judgement in handling confidential information.
• Ability to manage competing deadlines and priorities.
• Strong interpersonal skills and ability to build relationships across a dispersed, multi-country group.

Benefits

• 25 days holiday plus public holidays.
• Private Medical Insurance.
• Group Life Assurance and Income Protection.
• Company Pension.
• Flexible working.
• Cycle scheme and EV car scheme (after 1 year’s service).
• Corporate gym membership discount.
• Wellbeing app (Yulife) with store discounts and wellbeing services.
• Annual Charity Day.
• Long Service Award.
• Training and development opportunities.
• Complimentary theatre and cinema tickets (Malvern Theatres).
• Office snacks and regular social events.