Executive Assistant, The Adaptavist Group

• Comfortable use and good knowledge of Apple Mac and business/office software tools (Word, Excel, PowerPoint), Google Sheets/Docs, Trello, Slack, etc
• Excellent planning and organisational skills
• Strong commercial understanding of marketing functions, brand, growth, performance, content, comms, PR, and creative workflows
• Campaign coordination, tracking timelines, approvals, and dependencies across campaigns and launches
• Agency interaction, confident liaising with creative, media, PR, or digital agencies
• Marketing calendar management: maintaining visibility of launches, campaigns, and key milestones
• Deck and presentation support, building and polishing slides for exec, board, or all-hands updates
• Brand awareness: understands tone of voice and brand consistency when drafting or reviewing materials
• Project coordination mindset: able to chase actions, manage approvals, and keep things moving
• Stakeholder management at all levels
• A creative approach to problem-solving
• High degree of emotional intelligence and professional integrity - able to handle sensitive situations, balancing the need for absolute discretion and confidentiality with the courage to do what’s right for the organisation
• Ability to work well under pressure and prioritise workload proactively
• Display a high degree of resilience in an environment which is constantly changing
• If you’re passionate about this role and keen to learn and grow with us, we encourage you to apply, even if you don’t have everything that's listed just yet

Desirable

• We are seeking an experienced, highly organised and strategically minded Executive Assistant to provide comprehensive support to the Chief Marketing Officer (CMO) of The Adaptavist Group
• The Executive Assistant will play a key role in helping the business grow, acting as a force multiplier for the CMO and global marketing function
• The role will involve general administration and operational duties, as well as supporting the Executive by being the ‘eyes and ears’ of the CMO across the business, proactively ensuring continuous momentum is achieved by identifying gaps, anticipating challenges and bridging them - freeing the CMO to focus on managing their areas of the business on a day-to-day basis
• The role will involve daily challenges that will require creative and collaborative solutions, working with various stakeholders internally and externally at all levels
• Administrative Support: Provide high-level administrative support to the CMO, including calendar management, email correspondence, preparing agendas, writing minutes, attending meetings, and document preparation
• Communication: Act as a high-calibre liaison between the CMO and internal/external stakeholders, ensuring effective communication and relationships as well as follow-up on tasks and projects
• Able to act as a proxy for the CMO in meetings, contributing to discussions with authority and ensuring alignment to the CMO’s vision
• CMO Support: Provide end-to-end support across the marketing function, with a strong understanding of brand, growth, performance, content, communications, PR, and creative workflows
• Proactively identifies potential operational gaps and 'blind spots' within the CMO’s office, often resolving issues independently before they require executive intervention
• Executive, Agency & Brand Support: Assist the CMO with high-quality briefing and presentation materials, including drafting and managing creative or agency briefs, and building polished decks for executive, board, and all-hands forums
• Act as a confident point of contact with agencies and internal stakeholders, maintaining brand consistency, tone of voice, and momentum by proactively chasing actions and driving projects forward
• Travel Coordination: Arrange complex international travel itineraries, accommodations, and logistics for the CMO’s business trips across EMEA and North America
• Expense Management: Handle expense reporting and reimbursement processes accurately and efficiently
• Stakeholder Management: Build strong relationships with the current executive team to ensure harmonious working relationships and maintain visibility to The Adaptavist Group employees and external partners as the primary point of contact for Executives
• Ensuring Accountability: Identifies the limits of acceptable risk, aligning with the achievement of desired results. Maintains a cost-effective balance of controls and risk-taking to ensure effective and efficient operation within budget