Executive Assistant and Office Manager

As the Executive Assistant and Office Manager at Juul Labs, your primary responsibilities will include managing the International Managing Director's diary, organizing meetings and events, handling correspondence, and ensuring the London office operates seamlessly. You'll also support the MD with administrative tasks and liaise with external contacts to maintain important relationships.

To qualify for the Executive Assistant and Office Manager position at Juul Labs, you should ideally have at least two years of experience in an executive-level EA role. Proficiency in Microsoft Office, G Suite, and Zoom is essential, along with outstanding communication skills. While experience in the FMCG industry is advantageous, it's not mandatory. A proactive mindset and excellent multitasking abilities will also set you apart.

Yes! The Executive Assistant and Office Manager role at Juul Labs is designed to be flexible. You will be required to work four days a week in our London office, with the option to work remotely for one day if preferred. This balance allows you to fulfill your responsibilities while enjoying the benefits of remote work.

At Juul Labs, we pride ourselves on creating a supportive and inclusive team environment. As the Executive Assistant and Office Manager, you will collaborate with talented colleagues and have the opportunity to contribute to meaningful projects. We focus on professional growth and offer a culture that encourages open communication and teamwork.

Juul Labs offers an excellent array of perks and benefits for the Executive Assistant and Office Manager role, including career growth opportunities, equity and performance bonuses, comprehensive health benefits, and additional perks like commuter benefits and discounts on Juul products.

When prioritizing tasks for an executive like the MD, it’s essential to evaluate deadlines, importance, and the overall objectives of the MD's role. Using tools like calendars and project management software can help categorize tasks effectively. Communicating regularly with the MD to gauge shifting priorities is also crucial to ensure alignment.

When answering this question, describe a specific situation that highlights your problem-solving skills. Focus on the challenge, your thought process in addressing it, and the positive outcome. This illustrates your resilience and ability to remain composed under pressure, which is essential for an Executive Assistant role.

Most executives benefit from tools like Microsoft Outlook or G Suite for calendar management, but it's also helpful to integrate time management tools and organizational software like Trello or Asana when coordinating multiple projects. Being organized and familiar with these tools can streamline scheduling and make the process smoother.

Maintaining confidentiality requires an understanding of what constitutes sensitive information and a commitment to discretion. Outline your experience handling confidential documents, adhering to company policies, and using secure communication channels when dealing with sensitive matters.

Building strong relationships with stakeholders starts with clear communication and genuine engagement. Employ active listening to understand their needs, follow up consistently, and maintain a professional demeanor while being personable. Discuss any prior experiences where fostering relationships led to successful collaborations.

In managing travel arrangements, detail your process for scheduling flights and accommodations efficiently. Emphasize your attention to detail by discussing how you ensure itineraries are accurate and how you handle changes or unexpected issues that may arise. This shows your organizational prowess.

Handling last-minute changes requires flexibility and quick thinking. Communicate changes promptly, re-confirm appointments, and adjust logistics as needed. Sharing your experience with a specific instance where you successfully navigated such a situation will demonstrate your ability to adapt.

Effective meeting logistics management includes planning the agenda, coordinating with participants, and ensuring the availability of necessary resources. Utilizing shared calendars for scheduling, sending reminders, and preparing meeting materials ahead of time are effective methods that you can mention.

When answering this question, reflect on your experience, skills, and passion that align with Juul Labs' mission. Discuss your proficiency in multitasking, adaptability in dynamic settings, and your eagerness to contribute to a meaningful cause, which makes you an ideal candidate for the role.

Balancing independent work with collaboration starts with understanding your responsibilities and communicating regularly with your team. Discuss how you set personal goals while remaining open to team input and feedback, ensuring that you deliver collectively while achieving personal success.