Executive Assistant / Personal Assistant (Hiring Immediately)

Successful applicants will be contacted end of July 2025 for interviews. (Excited to speak soon!)

Ideal Start Date: September 2025 (flexible for the right person).

- - - - -

Starting from Q4 2025, we have an exciting lineup of projects in store. To make it all happen, we are now seeking to fill one of the most critical roles in our team.

We are on the lookout for a motivated, smart, and caring Executive Assistant / Personal Assistant (EA/PA) to join our dynamic company for 20 to 25 hours per week . This role offers a combination of remote project work and in-person events and tasks, primarily based in central London.

As an Executive Assistant / Personal Assistant, you will deliver outstanding administrative, personal, and event support to our CEO, handling a diverse range of responsibilities to ensure the seamless and efficient functioning of our organisation. This presents a tremendous opportunity for a committed individual who thrives in a dynamic environment and is dedicated to making a positive impact on individuals' health and well-being.

The hours can be flexibly adjusted to accommodate essential dates involving in-person events and project commitments.

RESPONSIBILITIES

We are looking to hire for one of the most crucial roles in our business. As the right hand to our CEO, the successful candidate will provide personal and professional support for both business and personal tasks. This is an exciting opportunity to play a vital role in helping our small business thrive. If the successful candidate is interested, there will be an opportunity for the role to become full-time or evolve into something else.

Currently, our company consists of the CEO, Neeta Sharma, 4 project based freelancers, multiple stakeholders, various technical systems, several manufacturers, and our 6-year old General Manager :)

The successful candidate will have regular interaction with these stakeholders and will be responsible for managing the tasks listed below, which we have divided into two main sections:

Executive Assistant (70% of the role) / Personal Assistant (30% of the role)

Executive/ Virtual Assistant (70% of the job – 13+ hours per week)

We have a range of exciting product launches, in person events, and online experiences happening in London and around the world. Your main objective will be to provide comprehensive support to our CEO, allowing her to focus on strategic initiatives while ensuring smooth day-to-day operations. The successful candidate will be detail-oriented, proactive, caring, and can handle confidential information with the utmost discretion. Neeta imagines this as a tag-team mutually beneficial opportunity. Over 20 years ago, she actually was an EA/PA to a very senior executive and understands the role well.

This position plays a vital role in running the business.

Administrative Duties:

• Manage the CEO's calendar, including scheduling appointments, travel time, dedicated working time, and pre-work time for company events, concerts, lectures, exhibitions, and retreats
• Prioritise and arrange meetings based on business priorities
• Manage data input and systematic organisation of information
• Project management, including scheduling, setting alerts, and following up on major company deliverables
• Handle effective correspondence and follow-up with freelancers, venues, manufacturers, customers, and partners
• Assist with the preparation and submission of expense reports and basic book keeping
• Manage inbox and digital asset organisation, including backups of photos, videos, files, documents, laptops, iPhones, and more
• Travel management, including booking flights, accommodations, transportation, and researching venues and offices for meetings, events, concerts, retreats, and more
• Create, maintain, and store templates
• Handle data entry, filing, organising couriers, preparing mail, and booking meeting rooms
• Organize meetings, prepare meeting agendas, take minutes, and distribute materials in advance
• Participate in meetings by taking accurate notes and distributing action items
• Assist in creating objectives and agendas for each project
• Research, implement, and manage a social media scheduling tool (Facebook, Instagram, LinkedIn, TikTok)
• Create, update, and distribute company documents to employees, freelancers, contractors, partners, and retailers as required (e.g., code of conduct, updated contracts, brand guidelines, product guidelines)
• Conduct research, compile reports, and prepare presentations
• Coordinate and manage special projects, both internal and external
• Research best practices for using AI to systemis]]>