Executive Assistant

job description

Unleash your potential and join the team redefining the future of administration!

Who We Are

At SmartPA, we don’t just provide support – we transform it.

Our mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting-edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we’re the engine behind smarter, more efficient operations.

With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world.

If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!

key responsibilities and skills

What You’ll Do

The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you’ll be the heartbeat of our business – delivering high-impact, tailored support to clients daily.

In the role of Executive Assistant, you’ll play a pivotal role in providing bespoke solutions for a key client account. You’ll tackle real challenges, establish meaningful relationships and make a tangible difference to client success.

Here's what your day-to-day will look like:
Executive Support

• Providing dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones, with conflicts prioritised and resolved.
• Planning and booking international travel, including flights, accommodation and ground transport through corporate travel platforms.
• Coordinating internal and external meetings, booking meeting rooms and preparing meeting materials.
• Processing expenses and invoices accurately and on time, working with the finance team.
• Handling ad hoc personal tasks for stakeholders with discretion, judgement and sound prioritisation.

• Acting as a key point of contact for stakeholders, with extensive email and video call contact with external parties, including entrepreneurs, CEOs, board members and professional advisors.
• Maintaining accurate client and contact records in the client's systems.
• Maintaining strict confidentiality of highly sensitive business, investment and legal information.

• Working as part of a wider team of EAs, providing cover and support during peak workloads and absences.
• Coordinating team events, client events, webinars, and year-end functions.
• Supporting with general operational administration such as document formatting, task trackers, file management and other functional support as the role evolves.

• Supporting investment teams through fast-moving diaries and frequent contact with portfolio company founders and CEOs.
• Compliance process administration, including tracking, reporting and coordinating with internal teams and external providers.
• Legal team administration, including document management, meeting support and maintaining accurate, confidential records.
• Value Add support, including client in-person events and webinars, senior advisor support and CRM contact updates.

• As the first member of the SmartPA team on this new client account, helping shape ways of working, documenting processes and onboarding new team members as the team grows.

• Identifying opportunities to improve processes and reduce non–value-added activity.
• Contributing ideas on automation and digital tools to work more efficiently.

skills

We're looking for someone who:

• Is a meticulous organiser with exceptional attention to detail.
• Stays calm under pressure and juggles constantly changing, complex and interlinked diaries.
• Adapts quickly to shifting priorities and unexpected situations with limited guidance.
• Handles every matter with absolute discretion and confidentiality.
• Anticipates challenges and solves problems before they land on their stakeholder's desk.
• Is highly articulate in writing and speech, with a considerate manner as the voice of their stakeholders.
• Is highly responsive and proactive, works autonomously, and collaborates closely with a wider EA team.
• Wants to build a long-term, trusted partnership and is willing to go the extra mile.

experience

Your experience is key, but your attitude is what sets you apart.

Essential:

• Minimum 2 years' proven experience as an Executive Assistant or PA supporting senior executives and multiple stakeholders (Director, Partner or C-suite level).
• Proven complex diary management across multiple time zones, and end-to-end international travel planning and booking.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.
• Excellent written and spoken English.
• Demonstrated discretion and sound judgement handling highly confidential information.
• Experience working in a fast-paced, evolving environment with competing priorities.

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