Executive Assistant

About Sibylline

Sibylline is a leading intelligence and strategic risk consultancy in the security sector. Since 2010 we have supported businesses, governments and NGOs through the provision of high-quality risk analysis, due diligence and consultancy services. The firm provides an innovative, entrepreneurial and fast-growing working environment, offering employees ever greater exposure to high-profile clients and challenges. Sibylline offers fantastic opportunities for career progression within a successful company, and we aim to help our employees to build their own personal profiles as well-regarded analysts within the broader industry.

Key attributes of Sibylline employees are:

• Self-motivated, and auto-improving individuals who can couple initiative and boldness with good judgement
• Excellent written and spoken English
• Clarity of thought and analytical flair
• Strong, demonstrable interest in security and intelligence
• The ability to work under pressure, demonstrate leadership when required but also be able to collaborate effectively in teams
• Excellent attention to detail

About the Role 

We are looking for an Executive Assistant based in London, UK. The position is a key member within the CEO’s Office, and reports directly to the Manager of Brand and Enterprise Engagement, within the Global Strategic Directorate (GSD) Team. The ideal candidate will have strong project management skills and be able to communicate effectively with both internal and external stakeholders.  This is a varied role with key duties/ responsibilities expected but not limited to: 

This is a full-time hybrid position, working hybrid 2-3 days in our London office per week.

Responsibilities 

• Working directly day to day within the Global Strategic Directorate team, keeping them aware of upcoming events/ scheduled key meetings etc.   
• Manage corporate dashboards including company OKRs and KIPs, priorities, events, sponsorships, etc. and be comfortable with document storage.  
• Manage the teams shared calendars (ensuring the critical events are escalated and handled).  
• Schedule all company-wide town halls, management meetings, and Senior Leadership Team (SLT) calls/ meetings.  
• Schedule other key calls/events as needed.   
• Alert the Chief of Staff of upcoming events that require their engagement/ awareness and ensure they have the resources they need.   
• May be asked to take notes/ revise notes for the CEO/ Chief of staff and circulate as directed.   
• Provide administrative support when scheduling external calls/ communications/ events with strategic partners.   
• Support the Enterprise Engagement Manager and the Communications Manager with ad hoc editing tasks as needed.   
• Manage generic corporate email inboxes and ensure communications are filtered to the correct teams.   
• Source venues/ put together proposals/ manage catering/ handle bookings for events globally – this may require after-hours work.   
• Supports logistics for Sibylline-hosted events (maybe a mix of remote and onsite support).   
• Creates Run-Of-Shows, creates coordination groups, ensures smooth operations day of the event.   
• Ensure all invoices are raised to / processed by central business operations.   
• Order and manage business cards for all staff.   
• Manage the ordering and inventory of welcome packs for new hires.  
• Handle sympathy cards/ flowers for employees as needed.    
• Oversee the signing and delivery of awards.   
• May be asked to book senior leadership travel when requested.   
• Support on the tracking and paying of sponsorships   
• Office management  
• Availability to work from the London office in London 2-3 days a week.   
• Manage daily operations for an open plan workspace.   
• Suggest improvements and help create a welcoming and professional environment.   
• Manage leases and work with governance team to ensure they are paid, flagging when due dates for renewal or changes come up.   
• Oversee and manage storage/inventory of marketing materials and branded items.   

Requirements 

• 2-4 years' experience within in a Business Administration type role   
• Strong MS Office skills, including Word, Excel and PowerPoint  
• Excellent data administration skills  
• Attention to detail   
• Excellent communication skills 
• Strong project management skills with the ability to multitask on multiple competing priorities  
• Keen attention to detail and dedication to ensuring information is correct.   
• Strong time management skills are essential.  
• Proactive approach and the ability to anticipate potential issues and ensure they are mitigated or escalated.   
• Comfortable working with senior leaders and willing to raise concerns at the highest levels of the company as needed.    
• A very high degree of discretion and confidentiality needed.   
• Flexibility in working hours and the ability to manage workload without detailed oversight.  
• Strong skills in collaboration with the ability to communicate diplomatically across all levels of the company.   
• Knowledgeable of Office 365 basics required and capable of quickly learning other software, such as Monday.   
• Solid writing ability. Must be able to draft clear, neat, and professional communication suitable for both internal and external readers.   
• Good understanding of Global Operations, comfortable working out schedules across time zones.   
• Elements of this role require physical activity including accepting and storing of general deliveries and being able to set up meeting rooms for corporate events.  
• Travel to attend events in the greater London area to assist with the set-up and logistical running of the events.   

Nice to have 

• Bachelor's Degree in: Business Administration, Business Studies, Public Administration or related topic    
• Experience of Office Management    

Sibylline is committed to the recruitment and selection of candidates without regard for sexual orientation, gender, ethnicity, age, political beliefs, culture and lifestyle. We are committed to fostering a business culture that reflects these values and promotes equal opportunity.