PA to the leadership team

Job Title: PA to the leadership team

Location: Cardiff OR London

Stakeholders: CTO, CPO, Head of Operations, Head of Sales, Head of Product, Head of Risk

The Personal Assistant is a dynamic and multi-faceted role that is responsible for supporting key stakeholders to manage their diaries and priorities to deliver their strategic priorities as well as the daily running of our offices (Cardiff and London).

This role offers an opportunity for an experienced assistant and office manager to pro-actively support the day-to-day running's of the business; adding value where appropriate to strategic meetings and project support. There will be significant exposure and access to confidential data and projects and will need to operate with the utmost discretion and self-awareness.

Your overall aim will be to deliver impactful support to leadership stakeholders, while remaining connected to the wider Sonovate community to consistently strive for a better workplace environment in which people can utilise the offices to bring, be and become their best selves.

Duties and Key Responsibilities:

Diary management

• Full ownership of your stakeholder’s schedule including meetings, interviews, appointments and events;
• Being the first point of contact both internally and externally for your stakeholder; Controlling access to your stakeholders and providing time for personal appointments and reading/training where necessary;

• Travel and accommodation bookings;
• Assisting the Chief of Staff with organising events for the company, leadership team, management team, and in some cases departments within the business;
• Developing & maintaining tailored processes to remind your stakeholders of important tasks and deadlines;
• Managing online databases (Google Drive and OneDrive) and offline filing systems;
• Collating and filing expenses;

• Screening phone calls, enquiries and requests on behalf of your stakeholders, and handling them where appropriate;

Administrative support

• Monitoring the progress of actions against due dates & following up with individuals across the business to ensure key actions remain on target, and are reported in preparation for upcoming meetings
• Keeping track of various outstanding tasks and deadlines and supporting stakeholders in achieving these/monitoring their team’s progress against these
• Supporting with the production of agendas, documents, briefing papers, reports and presentations

• Ensuring all meeting materials are shared for review 24 hours prior to each meeting
• Provide administrative support on various Leadership projects
• Support with business-wide communications; communicating project updates/quarterly objectives etc. to the company

Office management

• Coffee/Tea/Water/Beer orders to be completed monthly
• Stationery order to be completed monthly
• Cleaning supplies to be ordered monthly
• Review contracts with suppliers on an annual basis
• Monitor and approve invoices for suppliers

• Manage maintenance and improvements to both offices
• Ensure office standards are maintained
• Manage office access, keeping track of access for new joiners/contractors/leavers
• Building Communications
• Ownership of any building related issues

• Office refurbishments/relocations
• Distribution of post to relevant team members
• Ownership of all legal requirements & risk assessments; Health & safety, First aid, Fire warden responsibilities, & keep on top of all COVID-related legislation
• Support arrangements for in-office events/socials
• Registration of all external visitors

What will you get in return?

• You’ll work for a company that is passionate about personal development and a strong community focussed culture
• 28 days holiday + bank holidays

• Private medical insurance with Bupa
• Employee Assistance Programme
• Techscheme with Apple and Currys PC World
• Cyclescheme
• Working with latest technologies and leading SaaS providers

• Full remote working during the lockdown period, supported by Zoom, Slack,
• Eye care vouchers with Specsavers
• 50% discounted gym membership
• 50% off mobile apps (Calm, Duolingo, Audible, Les Mills)
• 2 days charity leave per year

Sound interesting?

If your answer is ‘yes’ and you want to learn more, check out our Values Playbook and Behaviours deck here. Also to find out more about Sonovate please click on Our Story so far!

We know that diverse teams are strong teams. We promote a diverse, inclusive and empowering culture and are committed to recruiting, retaining and developing all our employees.

Please note: All successful applicants who are offered a role at Sonovate will be required to pass background screening checks before starting with us. These checks will include National ID Checks, Right to Work, Employment References, Adverse Financial History, Criminal Record, Global Sanctions, Bankruptcy checks. Our Talent Acquisition team will be able to run you through these in detail at the early stage of your application.