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CogBooks - Executive Assistant

Executive Assistant

Purpose of Position:

CogBooks is seeking a highly organized and professional Executive Assistant, to support the CEO’s day to day, customer and personnel commitments. This is a broad ranging and central position in a fast paced growing international technology business and the successful candidate will take a key role in managing effective running of day to day activities across the business.

Key Areas of Responsibility:

  • Monitor and manage the CEO’s day to day, personnel and customer commitments – diary management and scheduling, support with all internal and external communications and helping to track and monitor actions, timescales, activities and deliverables
  • Manage and document CEO standing meetings and other commitments including minute-taking, calendar and schedule for all regular periodic contact meetings with employees and investors and key customers
  • Produce and update reports, presentations and briefing documents as required
  • Take efficient and accurate dictation, minutes and maintain accurate and up to date data entry and record keeping as required
  • General office management and administration as required, to include the setup and efficient maintenance of the internal documentation filing system for the company using Google Drive (with support from IT)
  • Monitor and maintain all office supplies, facilities and requirements for the smooth and effective day to day running of operations
  • Maintain CEO task list and commitments list including arrangements and communications for CEO meetings such as invitations, agenda, requirements, materials and minutes
  • Manage internal and external communications on behalf of the CEO – receive calls, take messages and route correspondence appropriately, handling and responding to requests and queries effectively
  • Manage CEO, executive team and staff travel (including flights, hotels and local transport) in line with company policy, working with customers and internal teams to make most efficient use of time and resources for international travel itineraries
  • Work closely with the Marketing Manager to maintain a frequent stream of internal news and communications using daily tools such as Slack and Twitter
  • Arrange & coordinate monthly internal all hands web conference meetings
  • Manage basic employee administration tasks with guidance from HR manager

Key Skills & Requirements

  • Proven prior experience as an executive administrative assistant or in a similar secretarial position
  • Full understanding and knowledge of office management systems and procedures
  • Excellent applied knowledge of MS Office software including Word, Excel and Powerpoint
  • Fluent level of written and spoken English
  • Exemplary planning and time management skills
  • Proactive self-starter with the ability to multitask and prioritize daily workload (both for self and on behalf of others)
  • Highly developed verbal and written communication skills – confident and effective communicator used to interacting with senior stakeholders within organisations
  • Discretion and confidentiality is a must due to working with sensitive information and financials
  • Flexibility and a willingness to get involved in a broad range of tasks within a fastpaced and growing organisation will be key to success in this role

To apply for this exciting opportunity please send a detailed CV and covering letter to Lisa Thomson, Human Resources –