Executive Assistant

  • Kobalt Music
  • London, UK
  • Jun 15, 2021
Executive Assistant Finance Management Project Management

Job Description

Starting beginning of September, we are looking for an Executive Assistant for a fixed-term contract up to 12 months.

Kobalt is looking to hire a highly organized, self-driven and detail oriented Executive Assistant to support our CTO, CPO and SVP Corporate Development & Finance in our London office. The successful candidate will have previous executive-level support experience in a fast-paced, ever-evolving environment as well as a track record of managing ever-changing schedules, conflicting priorities and planning across multiple time zones.

As a natural extension of the supported executives in their day-to-day activities you will need to be an excellent organizer and communicator, able to build a trustworthy relationship among internal teams and external contacts.

WHAT DOES AN EXECUTIVE ASSISTANT AT KOBALT DO?

  • Be a natural extension of the supported executives in their day-to-day business needs
  • Quickly synthesize information and determine what actions, if any, are needed sometimes in a nonlinear set of circumstances
  • Extensive calendar management and meeting coordination (across time zones)
  • Manage team expenses/raising purchase orders and approval/holiday requests
  • Provide the bridge for smooth communication among internal teams; maintaining credibility, confidentiality, trust and top level support
  • Willingness to work outside of “normal hours” on an as needed basis
  • Manage external relationships - filter and prioritize contact
  • Compile special reports, organize data, and create presentations as needed
  • Take meeting notes and distributes meeting minutes, agendas and follows up on action points
  • Chair social committee and organize team events as well as All Hands and off-sites 
  • Work closely with the other EAs to arrange meetings and events as needed
  • Work on ad-hoc projects and support team where needed
  • Plan and manage extensive domestic and global travel arrangements for executives

WHAT SKILLS AND EXPERIENCE ARE WE LOOKING FOR?

  • Experience of executive-level support in a fast-paced environment
  • Prior experience working with multiple executives (1:2/1:3)
  • Comfortable working in an environment with shifting priorities, tight deadlines whilst managing expectations of stakeholders
  • Demonstrated ability to take initiative, manage an ever changing schedule, anticipate needs and confident acting with autonomy 
  • Ability to manage competing priorities without losing anything in the shuffle
  • Crisis and issue management and some project management skill
  • Prior experience coordinating international travel and planning across multiple time-zones
  • Strong written and verbal communication skills
  • Excellent interpersonal skills and the ability to build relationships throughout the organization and with external 3rd parties
  • Strong attention to detail with exceptional follow up and organization
  • Mastery of GSuite but also use of various communication tools such as Trello, Slack, Miro, Zoom alongside financial tools such as Expensify, Oracle NetSuite etc.
  • Friendly, enthusiastic, collaborative and results-oriented attitude

City

London