Overview
We have a fantastic opportunity for a friendly, confident, proactive and highly organised Executive Assistant to join our team. Supporting the work of our Group CEO and the Board of Directors at Black Sun and the Group, you will play a pivotal role in ensuring the business meets its ambitious growth targets.
The core responsibility will be to support our Group CEO with his diary management (both work and private) including organising meetings and arranging travel (across time zones), as well as supporting him in the delivery of various high profile, confidential projects aimed at growing and developing our business. You will also provide administrative support Board of Directors and to the Group as required, ensuring priorities are met. There is also a variety of office maintenance tasks and projects to ensure a smooth and efficient office experience and our “home” in Fulham Palace is well looked after. You will be intrinsic in ensuring we have a positive culture and help with social events.
We’re looking for an exceptional candidate with lots of confidence, meticulous attention to detail, excellent project management skills and the ability to maintain high standards while working flexibly in a fast-paced environment. This is a key position within our team and the post holder will need a can-do attitude, a great sense of humour and the willingness to contribute positively to wider business.
Why this job?
- This is an exciting and varied role, pivotal in supporting the business and enhancing the office environment and employee experience.
- It is an opportunity to join a successful and growing communications Group with big plans for 2023. You will make a difference every day.
- You will meet lots of amazing people who are leaders in their field, whilst working on some interesting projects across many areas of the business
- The role is mainly office based so you will have a wonderful opportunity to enjoy our picturesque offices in Fulham Palace itself, and explore beautiful Bishops Park, Putney Bridge, West London
Come join us!
We see this role as the development of a successful career, not just a job. Attracting and retaining the right people for our team is an absolute priority for us and we take their career development seriously from day one. You will have access to a full programme of training and plenty of autonomy to develop new skills and contribute ideas. We take every aspect of the work we deliver for clients seriously and we work to maintain the highest possible standards in everything we do for them and for the firm. But as well as being passionate about our work, we are supportive, collaborative and positive, always looking to make what we do enjoyable and rewarding.
By joining us you will be working on a hybrid model and have a wonderful opportunity to explore our picturesque offices in Bishops Park, Putney Bridge
Come join us!
Black Sun Global
Across the globe, there is a powerful movement demanding that business focus on purpose, sustainability, and wider value creation. It has never been more important for organisations to build and maintain trust with their key audiences. And that’s where Black Sun come in – we are a partner to some of the biggest brands and businesses worldwide – helping them to build enduring relationships with their stakeholders and spark positive change through better engagement and inspiring communications.
As our world rapidly changes, our focus remains constant. At heart we are storytellers, we define articulate and shape the value creation story, bringing it to life across different channels and communications formats. Our team is made up of over 150 talented specialists working across the UK, Europe, South Africa and Asia – analytical thinkers, renaissance creatives, digital mavericks and inspiring change makers!
For more than twenty years, we have won many awards and recognition for our work – but great work doesn’t happen by magic – join Black Sun and you will become part of an amazing, diverse, and inclusive community – a team of passionate and skilful people who will expand your horizon, energise your talents and ignite that spark of magic within you.
Beyond what you would expect; a competitive salary, great benefits and hybrid working – we will support you in developing the skills and expertise to fast track your career. You will have the opportunity to make a difference every day, shaping the future of communications and creating positive change – and most importantly, to have fun along the way.
The Positive Change Group
Black Sun is the founding agency at the centre of The Positive Change Group. The Positive Change Group is a truly international stakeholder advisory and engagement collective of like-minded specialist agencies with a shared ambition to help bold and visionary businesses Spark Positive Change – to make a deeper impact on society, shape more ethical practices, build inclusive communities and deliver more sustainable performance.
The Group currently consists of four pre-eminent agencies: Black Sun Global, People-Made, Stratton Craig and GoCo. Each agency brings together deep expertise on different aspects of stakeholder advisory and engagement – including brand culture, strategic communications, reporting, ESG advisory, analytics and creative storytelling. Current clients within the Group include major international firms, such as AstraZeneca, Burberry, Diageo, Meta, Olam, Virgin Atlantic and Vodafone.
With headquarters in London, Singapore, and offices worldwide, the group is transforming the way companies engage with their customers, employees, investors, and communities worldwide. As business increasingly recognises that long-term success is dependent on the support and advocacy of their stakeholders – the Positive Change Group is helping their clients to inspire trust, build more positive relations and create sustainable value for the people that matter most to them.
Key responsibilities
- Providing diary management support including arranging meetings with internal and external attendees, booking meeting rooms, arranging any business travel/visa requirements and booking taxis and couriers upon request
- Supporting the Group CEO on group projects by providing research, preparing briefing materials and presentations, arranging meetings and managing and engaging with relevant stakeholders on behalf of the Group CEO
- Providing clerical support – including printing, binding and proof-reading, and preparing meeting agendas and taking/distributing minutes
- Project managing the logistics for company events such as the monthly Company Updates, the annual Company Forum, and other social activities
- Act as liaison between Black Sun and Fulham Palace, building strong relationships with key Palace employees, attending relevant Palace meetings, and reporting back on communications and acting swiftly on any issues
- Raising Purchase Orders for internal purchases and managing the monthly expenses for the Group CEO, ensuring the correct approval processes are adhered to and
- Build relationships with key contacts on behalf of the Group CEO and act as a first point of contact for any incoming calls/visitors
- Providing administrative support to the Board of Directors including scheduling meetings, booking travel and managing expenses/timesheets as required
- Supporting the Receptionist in ensuring a smooth running of the office and facilities, including providing Reception cover during lunch breaks, busy periods and holidays
- Become a first aid officer and fire warden, completing necessary training and ensuring staff are trained on all fire emergency measures, fire drills etc.
- Monitor general inbox and general phone line as well as maintain office user guide and complete office new joiner inductions
- Becoming a key and visible member of the Black Sun team, ensuring all employees feel welcomed and supported
Reporting Relationships
Reporting to: Group CEO
Work closely with: Office, Talent and Finance teams, the Board of Directors and all other employees!
Qualifications, experience & skills:
- Executive Assistant experience, supporting C-Suite/Director level leadership in a fast-paced environment
- Incredible organisation and time management skills
- Experience with scheduling and preparing for meetings, including attendance and minute-taking
- Exceptional attention to detail and ability to be proactive and anticipate needs
- Experience managing events, coordinating complex calendars and minute taking
- Substantial experience working with Microsoft Office suite, including Outlook, PowerPoint, Word and Excel
Your personal qualities:
- Excellent interpersonal and communications skills necessary to build trust and respect both externally and internally
- High-quality service ethic and committed to customer service excellence
- Sense of discretion and ability to deal with and manage highly sensitive and confidential information
- Strong ‘can do’ attitude with an innate ability to take initiative and work by yourself as well as in a team
- High levels of confidence
- Flexibility and team focused, non-hierarchical approach with a ‘roll up your sleeves’ attitude to getting the job done; and
- A great sense of humour and fun!
Interview process
Initial chat with talent acquisition manager
1st Interview (teams) with Head of Talent (HR)/Group CEO
2nd interview (f2f) with other key stakeholders and business Directors and CEO
Benefits
In addition to a competitive salary based on skills and experience, as an employee at Black Sun, you will have access to a range of great benefits and perks, including:
25 days holiday per year with ‘bonus’ days for long service
Bonus scheme
Personal development opportunities
Group life assurance
Group personal pension plan
Employee assistance programme
Here at Black Sun, we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We foster a business culture where ideas and decisions from all people help us grow, innovate, create the best work and be relevant in a rapidly changing world