Job Advert:

Calling all amazing assistants! We’re looking for an experienced executive assistant to join our small team, supporting our Co-Founder.

You must be capable of working and making decisions independently as our team, clients and partners are world-wide. In return, you’ll have a great opportunity to shape your own role and play an active part in the business as it continues to grow.

This is a home-based, full-time job, but the hours you work can be very flexible as long as you’re able to respond to important messages during UK working hours.

The proposed salary for the role is £25,000 – £35,000 depending on your experience and skills. We offer a competitive package of benefits including private medical insurance.

We’re looking for someone who shares the same values as us. Our core values are: Love, Integrity, Service, Quality and Growth.

Please see below for the full Job Description.

To apply, please send your CV and application letter to Geraldine McMahon (geraldine AT emailsmart.com – this email address has been modified to prevent automated software from “grabbing” the email address. Please format the email address in the conventional way with an @ sign).

More about the business:

Email Smart is the exciting new brand being launched by Caldon Consulting Ltd (presently trading as Deliverability Dashboard). The business is primarily based in North Staffordshire, with team members across the UK.

We help businesses be more successful with their email marketing by providing software, training and consulting to help them get more of their emails seen so they can make more sales. Our clients are based all around the world in most English-speaking countries, particularly the USA, Canada and Australia as well as the UK.

The business has been running for several years but still behaves very much as a start-up business. Our clients are at the heart of everything we do and we have a huge passion for creating unique products, services and solutions as well as responding very quickly to changes in the world of email marketing.

Full Job Description

Position: Executive Assistant
Reports to: Adrian Savage, Co-Founder

Job Purpose

The role of Executive Assistant is to support the Co-Founder with day-to-day diary management and
tasks.

The role holder will be responsible for all administrative support including email and diary
management, producing presentations, newsletters and bulletins.

This role will be the first point of contact for staff members, clients, potential clients, partners,
prospective partners and external personnel.

The Organisation

Email Smart is the exciting new brand being launched by Caldon Consulting Ltd (the Deliverability
Dashboard brand). We help businesses be more successful with their email marketing by providing software, training and consulting to help them send emails that avoid the spam folder and reach the inboxes of their
audiences.

The business is primarily based in North Staffordshire, with team members across the UK.

Our clients and customers are at the heart of everything we do and we have a huge passion for
creating unique products, services and solutions as well as responding very quickly to changes in the
world of email marketing.

Duties and Responsibilities

• Provide support to the Co-Founder, with diary and email management
• Assist with the smooth running of the business, especially when the Co-Founder is unavailable
• Handle all queries that arise, working and communicating with other team members as needed
• Attend meetings as necessary, reviewing meeting recordings, taking minutes and ensure actions and other items are followed up
• Managing and controlling communications by telephone and email, as well as other messaging channels, including social media and instant messaging platforms such as Slack, Facebook and Messenger
• Create and publish outgoing social media and email messages on behalf of the Co-Founder
• Take responsibility for managing all administration support
• Develop an understanding and build relationships with the key people in the business and other priority clients, referral partners and business partners
• Play an active part in shaping and developing the Executive Assistant role
• Plan and manage own diary and workload, including arranging phone and zoom meetings
• Prepare and update presentations to a high visual standard
• Manage operational budgets as appropriate
• Manage travel arrangements for the Co-Founder, including trains, flights, hire cars and hotels
• Manage expenses for the Co-Founder
• Handle pre-sales enquiries and managing the sales process
• Manage the relationships with the Co-Founder’s VIP private clients, ensuring actions are being taken on a consistent basis
• Ensure post-sales enquiries are routed to the support team and follow up if it’s a VIP client
• Manage relationships with key external partners such as Agency Owners, Marketing Consultants, other Referral Partners, Influencers and other people or businesses who can promote us
• Suggest, contact and build relationships with new prospective partners.

Person Specification

Essential Criteria

• Previous experience working as a personal/executive assistant
• Able to work independently without much guidance
• Ability to plan and prioritise own work as well as for others
• Ability to work on own initiative
• Able to demonstrate a confidential and professional manner
• Effective time management skills with the ability to work using own initiative and adapt to change
• Excellent communication and interpersonal skills
• Previous proven experience as a coordinator and administrator ensuring all correspondence and information is produced to a high degree of accuracy
• Flexible approach and highly responsive
• Previous experience working in a fast-paced administrative environment
• High proficiency in Google Workspace applications including Mail, Calendar, Docs, Sheets, Presentations and Tasks
• High proficiency in Microsoft Office applications (Word, Excel and PowerPoint)
• Secretarial skills such as note-taking, ideally shorthand (or speed writing) and transcription, copy/audio typing
• Possess resilience, tenacity and perseverance to keep going and remain positive

Desirable Criteria

• Previous experience or an awareness of the demands on a busy entrepreneur
• Previous experience of marketing, or sales, would be a significant benefit