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Volans is hiring: Executive Assistant to Chairman

by Sam Lakha 27 March 2017

About Volans

Volans is an agency for transformational change. We work with global companies, innovators and governments to help them think beyond incremental change, and embrace new ways of creating new forms of value in a fast-changing world.  We call this ‘Breakthrough’.

About the Role

We are looking for an unusual and dynamic Executive Assistant to help support our Co-Founder, Chairman & Chief Pollinator, John Elkington. His work straddles writing, public speaking and business consulting, with involvement in a wide spectrum of businesses and civil society organisations around the world.

The main responsibilities will be:

  • Supporting John Elkington
  • Hospitality and Operations
  • Finance Administration.

You will be based at our central London office – an informal but lively hub of activity – and some travel may be required.  

Key Responsibilities

Supporting John Elkington

  • Full administrative support , including:
    • Help in establishing priorities, in consultation with wider team; he gets pulled in many different directions!
    • Daily briefings, when he is in the country/office
    • Arranging and confirming meetings
    • Making travel and hotel bookings
    • Preparing detailed itineraries
    • Capturing and recharging expenses
    • Active IT support; ensuring that he is connected and informed wherever he is in the world
  • Relationship support for John, including:
    • Helping him prioritise his time; Helping build trust and confidence with our clients and partners
    • Support on negotiation of services to be provided
    • Capturing and managing contacts (from business cards, meetings and emails)
  • Helping to prepare materials, including:
    • Slide decks and written deliverables
    • Proofreading proposals
    • Memorandums of Understanding for speaking engagements, and other legal documents

Hospitality and Operations

  • First line for meeting and greeting visitors (includes helping to ensure that the relevant space is presentable at all times and the wider office is a welcoming place to be)
  • Preparing beverages and snacks for meetings if/where needed
  • Answering phone calls (most traffic comes via email)
  • Dealing with post and general queries from the public
  • Managing contract cleaning staff
  • Supporting ad hoc projects, such as event management

Finance Administration

  • Primary liaison with our Finance Director – ensuring he is kept abreast of payments coming in and out; this includes,
  • Uploading bank statements into our easy-to-use finance software, FreeAgent.
  • Recording and paying incoming invoices on time.
  • Raising invoices with clients and chasing when overdue.

We want to meet you if you are…

  • Bright, articulate,  and interested in how business can be a force for good
  • An exceptional communicator, in various mediums, and at various levels;  you will be dealing with a wide range of people at all levels on the phone, face to face and in writing  
  • Able to think ahead, around corners, imagining what it’s like to be John in given circumstances (!)
  • Have at least 2 years’ experience in a similar support role
  • Graduate or equivalent
  • Someone with buckets of initiative and a ‘can do/will do’ approach
  • Able to deliver – quickly – in a fast-paced, dynamic environment and be comfortable with small team dynamics
  • Comfortable with multi-tasking, and then prioritizing – almost on an hourly basis – to hit deadlines (sometimes very ambitious deadlines)
  • Interested in language, both written and spoken. It is central to what Volans does.
  • Strong attention to detail. John’s schedule has little margin for error.
  • Highly proficient with Google Mail, Calendar, Drive and Documents, as well as Microsoft Office, Apple products
  • A good sense of humour. We are a fast moving, high-functioning team on an exciting and challenging journey together; creating the right energy and culture is key to our continued success.
  • Are available immediately – ideally, or soon.

Salary and Benefits

  • £30,000-£35,000 per annum, dependent on experience
  • 22 days’ holiday per annum  plus recognized UK bank/public holidays. Increases to 27 days after 2 years of consecutive service
  • Pension contribution at 5% of salary after one year’s service.

How to apply

  • Send your CV, with a short cover letter outlining relevant experience, to Sam Lakha by Tuesday 2nd May 2017: sam@volans.com
  • You must be able to work in the UK; we are unable to facilitate visas.

 

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