BINYAN Studios is recruiting a Personal Assistant for a dynamic 12-month role supporting our CEO and his family with their temporary relocation to London.

JOB DESCRIPTION

The Personal Assistant to the CEO provides comprehensive administrative and personal support to the CEO and their family. This role requires a highly organized, proactive, and discreet individual capable of managing a wide range of responsibilities in a fast-paced global environment. The Personal Assistant will be responsible for managing the CEO’s schedule, coordinating complex travel arrangements, handling confidential information, and providing personal assistance to the family, including errands, personal shopping and household management.

SKILLS REQUIRED

• Proven experience supporting a C-suite executive, ideally within a global organisation
• Experience working within a creative agency of additional benefit.
• Proven ability to establish and maintain highly organized systems for scheduling, information management, task tracking, and contact management through CRM software (Hubspot), coupled with exceptional attention to detail and the ability to manage multiple priorities in a dynamic environment.
• Exceptional time and calendar management skills, with the ability to prioritize meetings and deadlines in a global business across multiple time zones.
• Handle sensitive business, financial, and personal information with the utmost confidentiality and discretion.
• Highly proactive in anticipating the needs of the CEO and family, with the ability to strategically align support and take initiative.
• Excellent verbal and written communication skills, with the ability to prepare and present information clearly and professionally.
• Proven experience in complex domestic and international travel coordination and itinerary management, including managing logistics, visas, and accommodation.
• Strong problem-solving skills and adaptability, with the ability to remain calm, flexible and handle last-minute changes or urgent issues.
• High level of emotional intelligence, demonstrated by the ability to accurately perceive and understand emotions, effectively manage stress for oneself and others, and provide proactive, considerate, and culturally aware support to the CEO and family, fostering a positive and harmonious environment.
• Demonstrated ability to work autonomously with minimal supervision, make sound decisions independently, and manage priorities effectively in a fast-paced environment.

ESSENTIAL REQUIREMENTS:

• Valid UK driver’s license and access to a personal vehicle, due to the role involving regular personal and professional errands for the CEO and family.
  Job Types: Full-time, Fixed term contract
  Contract length: 12 months
  Pay: Up to £40,000.00 per year

Benefits:

• Casual dress
• Company events
• Flexitime
• Work from home

Application question(s):

• What is your required notice period with your current employer?

Work authorisation:

• United Kingdom (required)

Work Location: Hybrid remote in London N1 6BN
Expected start date: 14/07/202

CORE PURPOSE OF THE ROLE

To enable the CEO to operate at their highest level of effectiveness by managing priorities, streamlining communication, and ensuring their daily life is managed with efficiency, discretion and precision. The role requires exceptional organisation skills, attention to detail and the ability to anticipate the needs of this very busy CEO and his family.

KEY RESPONSIBILITIES:

Administrative Support:

• Manage the CEO’s email inbox, including monitoring, prioritizing, categorizing, and responding as appropriate.
• Maintain and manage the CEO’s calendar, scheduling meetings and appointments across multiple time zones.
• Provide general administrative support, including setting up meetings and tracking follow-up items

Project Management:

• Proactively monitor key projects, deadlines, and deliverables, maintaining detailed tracking records, collaborating with relevant stakeholders, and providing regular status updates and reports to the CEO to ensure timely follow-up, completion, and seamless execution.

Personal Research:

• Conducting personal research for the CEO & his family on various topics as needed. I.e travel planning, researching destinations and accommodation.

Document and Record Keeping:

• Organizing and maintaining personal files, records, receipts and important documents (eg. family passports, drivers licences, insurance papers)
• CRM system management:
• Updating the CRM system task tracking and contact management.

Travel Management:

• Coordinate extensive international travel arrangements in liaison with the external travel coordinator, ensuring seamless travel experiences for the CEO and/or family, taking into consideration time zones and personal preferences.

Personal Assistance:

• Coordinate household services, repairs and tradespeople with the Leasing Agent.
• Manage any household staff including scheduling, coordination and communication.
• Undertake personal shopping for the CEO, his wife and family members ensuring items meet specific requirements and preferences.
• Occasional planning, organising and managing home events, including guest lists, catering, logistics.

Financial Administration:

• Provide administrative support for the family, including using Xero for reconciliation of household expenses. Assist with personal bill payment and managing any financial paperwork.