Executive Assistant [CLOSED]

📑 - Executive admin support across all areas of our business

💰 - $7-9 USD per hour (can be paid in GBP, USD or EUR)

📈 - Mid level role

🎯 - 20 hours per week - part-time

⏰ - Flexible working hours

📍 - Work from home or anywhere you prefer

If this is something that sparks your interest, keep reading 👇

Click to watch an intro to the role from Ali (CEO) - https://youtu.be/VI4ZtGS2uvk

ABOUT US

‘Sorted Communications’ is a fast-growing UK-based business that specialises in communications and marketing assistance to third-party teams. Our clients include several NHS organisations as well as private companies in the health/pharma sector, charities, and others.

To help clear their busy schedules, we specialise in written communication and provide services in domains such as writing, editing, proofreading and design. We take our clients’ ideas, plans, and requests, and turn them into reality.

With our dedicated and flexible services, our clients can easily focus on the other items on their agenda, such as strategic planning, media handling and urgent enquiries, knowing that their communication and marketing projects are taken care of.

We are a small team of lively, passionate, and reliable individuals, currently all based in the UK. Not only have we survived, but we have also thrived through the COVID pandemic; to support our rapidly expanding business, we are looking for detail-oriented, tech-adept and resourceful individuals, such as you!

In turn, you will become an invaluable part of a friendly, accommodating and positive team, where you will have the opportunity to go as far as your ideas and skills can take you.

If you want to learn more about us our website is www.sortedcomms.co.uk

Requirements

ABOUT THE ROLE

We are looking for an Executive Assistant to help us with tasks currently taken care of by our CEO and management teams.

This is a brand new role so there’s plenty of scope for our perfect candidate to get involved in all aspects of the business and shape the role to expand to include other areas too.

The role will be interacting with the CEO and the Operations Manager on a regular basis and will also work with other team members on specific projects from time to time.

Your key focus areas will be:

1. Keeping the whole business 'well oiled' and running smoothly

2. Tracking, logging and reporting everything

3. Making the CEO's life easier

Your main responsibilities as our Executive Assistant will include:

• Providing admin support across the business
• Supporting with recruitment and onboarding/offboarding new team members including setting up/closing their accounts on our systems
• Updating and distributing internal documents such as employment contracts, policies, team handbook and SOPs
• Maintaining active insurance and licenses (e.g. software) as applicable
• Collating information for tender bids etc
• Providing admin support for large team projects e.g. making telephone calls, organising appointments or sending information.
• Maintaining a CRM/checking contact details
• Creating/updating sales documents (working within a template)
• Supporting the business development team’s activities
• Managing client onboarding admin
• Managing the CEO’s emails and calendar
• Assisting the CEO with any personal admin as needed (e.g. travel arrangements)
• Monitoring shared email inboxes
• Making basic website updates
• Posting pre-written articles on the CEO’s LinkedIn profile
• Finding out information by searching online or making calls
• Anything else we need!

Tools we use:

• Monday.com
• WhatsApp
• Outlook email
• Microsoft Teams
• Microsoft Office tools
• Zoom
• Egnyte (file storage)
• Zapier

ABOUT YOU

The skills of the most suitable candidate:

• Experienced in providing admin support, ideally to an organisation’s senior team
• Technically adept with proficient knowledge of Microsoft Office tools including Excel and Powerpoint and ideally advanced level in Microsoft Word e.g. use of track changes and preset styles
• Excellent spoken and written English; comfortable making phone calls to clients

Brownie points for:

• Previous experience working in a communications/marketing/advertising environment
• Familiarity with health sector terminology/NHS structure
• Working knowledge of British English rather than American English
• Awesome tech skills and experience working with Zapier/similar

Our perfect colleague is:

• A great communicator with excellent spoken and written (British) English
• Detail and process-oriented
• Enthusiastic, proactive, efficient and positive
• Reliable, honest, upfront and straightforward
• Available to work 20 hours per week between 10am and 4pm London time Monday to Friday

Benefits

WHAT’S IN IT FOR YOU?

• Opportunity for fully remote work – work from the comfort of your home, or wherever you prefer
• Part-time role – work an average of 20 hours per week split across 3 to 5 days – whatever suits you best!
• Flexible schedule – our core hours are 10 am – 4 pm Mon-Fri UK time; however, this comes with a great deal of flexibility and not all the hours need to be worked between those times
• Competitive rate of $7-9 per hour working an average of 20 hours per week. The salary will be kept under review.
• 5 weeks’ paid holiday per year
• Long-term partnership with opportunities for further professional development
• A lot of flexibility, trust, autonomy and mutual respect
• Opportunities for training/personal development

What’s it like to work for Sorted Comms?

In the words of some of our existing team:

"Sorted Communications is brilliantly set up to accommodate a remote team. All the systems we use are so smooth, but there's also a great sense of being part of a team (not easy to achieve when we're all working remotely)."

"I love the variety of work and the great people I work with - both within the team and the clients. I also love that I'm able to plan my own days."

"What I love most about working for Sorted is the flexibility. It helps us maintain a good work-life balance and there is a real camaraderie within the team despite the fact that we all work remotely."

"The best thing about working for Sorted is that even though we're a remote company and never see each other outside of Zoom calls, there's still a real team spirit. I only joined the team a couple of months ago and I've felt so welcomed by everyone already."

"The best thing about working for Sorted is the variety of work - it's never boring!"

"I enjoy the flexibility and mindset of the business. It's refreshing to work with like-minded people."

"Everyone on the team is very friendly"

"The best thing about working for Sorted is being part of a team of fabulous individuals who make up a thriving business."

Your first weeks with us

• During week 1 you’ll have intro calls with the CEO and ops manager to set you up on our systems, show you how to use them and discuss in more specific detail what you'll be doing and when.
• You’ll also be given our team handbook and associated policy documents + time to read them and opportunity to ask questions
• As quickly as possible you will start to take on regular and ad hoc tasks as they come up. Most tasks for this role are currently being done by the CEO or ops manager; both will gradually hand the tasks over to the Executive Assistant, providing training and guidance as needed.
• From week 2, you'll join Monday morning stand-ups (via Zoom) at 10am London time with the CEO, ops manager, comms manager and comms/marketing assistant. This is a quick check-in and an opportunity to flag issues and ask questions. The calls usually last 15-30 minutes.
• In the first week of every calendar month there are tasks to do with logging hours and producing client statements; you will be shown how to do these, and then asked to do it with supervision/support the first month.

HOW TO APPLY

• This position will be closed as soon as we find the perfect match. So, make sure to read the description carefully and take your time to submit a high-quality application that stands out.
• If you apply, we’ll respond promptly and keep you updated throughout the process.
• As part of the hiring process, there will be the following steps:

1 - Click Apply and fill in the application form

2 - Record a short video to introduce yourself

3 - Shortlisted candidates will be asked to complete paid test tasks

4 - Final candidates will be invited to a video interview where we can get to know each other in more depth

We’re looking forward to hearing from you.