Executive Assistant

Executive Assistant

Department: People & Culture

Employment Type: Full Time

Location: Manchester, UK

Reporting To: Lucie Williams

Description

Interact provides enterprise-grade intranet software that connects over three million employees to leading global names like Levi's, Domino's, Teva Pharmaceuticals, and Technicolor.

Our team of customer-focused problem solvers are passionate about helping organizations to communicate better. We do this together by constantly working to improve every service and product we offer. With offices in Manchester, New York, Dubai, Tulsa, Manila, we operate across North America, EMEA, and Australia.

We're looking for a highly organised, proactive and commercially minded Executive Assistant to our CEO to become a trusted partner at the heart of our business.

This is a unique opportunity to work closely with a dynamic CEO, playing a pivotal role in ensuring their time, priorities and focus are aligned to the strategic goals of the organisation.

You'll be the go-to person for managing a fast-paced schedule, coordinating travel, preparing for key meetings, handling confidential information and helping keep the business running smoothly behind the scenes.

Alongside supporting the CEO, you'll take ownership of the day-to-day management of our Manchester office, creating an exceptional working environment for employees and visitors alike. From coordinating suppliers and facilities to supporting office events and employee experience initiatives, you'll help ensure our workplace is organised, welcoming and operationally efficient.

We're looking for someone who thrives on variety, loves being one step ahead, and enjoys building strong relationships across all levels of a business. If you're a natural problem solver, an exceptional organiser, and someone who takes pride in making things happen, we'd love to hear from you.

This role offers the opportunity to make a genuine impact, acting as a trusted ambassador for Interact while enabling the CEO and wider business to operate at their very best.

About the role

Executive Support to the CEO

• Provide comprehensive and proactive executive support to the CEO.
• Manage a complex and evolving calendar, prioritising meetings, appointments and business commitments.
• Coordinate domestic and international travel arrangements, including flights, accommodation, itineraries and visa requirements where appropriate.
• Prepare meeting agendas, presentations, briefing documents and supporting materials.
• Attend meetings as required, taking minutes and tracking actions to completion.
• Act as a key point of contact on behalf of the CEO, managing communications with internal and external stakeholders.
• Screen, prioritise and respond to correspondence where appropriate.
• Support the coordination of leadership meetings, board meetings, company updates and strategic initiatives.
• Manage confidential and sensitive information with discretion and professionalism.
• Monitor and manage the CEO's action items, ensuring deadlines and commitments are met.
• Support special projects and business initiatives on behalf of the CEO.
• Build strong relationships with senior stakeholders across the organisation and externally.

Office Administration & Operations

• Manage office supplies, equipment, kitchen stock and supplier relationships.
• Coordinate office maintenance and liaise with landlords, facilities providers and contractors.
• Welcome visitors, candidates and guests, ensuring a professional experience.
• Manage office access, visitor procedures and security processes.
• Organise office events, team lunches, celebrations and engagement activities.
• Support health and safety compliance, audits and workplace checks.
• Maintain office administrative systems, records and documentation.
• Process office-related expenses, invoices and purchase orders.
• Partner with the People & Culture team on key employee events and celebrations

A little about you

• Previous experience as an Executive Assistant, Senior Personal Assistant, Executive Coordinator, or similar role supporting senior executives or C-suite leaders.
• Demonstrable experience managing complex diaries, travel arrangements and executive-level stakeholder relationships.
• Experience coordinating meetings, preparing presentations and supporting business projects.
• Experience handling highly confidential and sensitive information.
• Previous office management or office administration experience preferred.
• Experience working within a fast paced, high growth or technology business would be advantageous.
• Advanced Microsoft Office 365 skills, including Outlook, PowerPoint, Word and Excel.
• Strong understanding of executive administration and business operations.
• Experience using travel and expense management platforms such as Navan, Spendesk or equivalent systems.
• Understanding of office management and facilities coordination.
• Knowledge of diary management best practices and executive prioritisation techniques.
• Exceptionally organised with outstanding attention to detail.
• Proactive and forward-thinking, anticipating needs before they arise.
• Professional, credible and confident interacting with senior stakeholders.
• Highly trustworthy with absolute discretion and integrity.
• Strong problem-solving skills and ability to work independently.
• Calm under pressure with the ability to manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Adaptable, flexible and resourceful.
• Positive, approachable and relationship-focused.
• Strong sense of ownership and accountability.

Benefits

• 25 days annual leave (with the option to buy and sell additional days)
• Cycle to work scheme
• Access to Learning & Development platform
• Life Insurance
• Auto Enrolment Pensions
• Healthshield (Cashback on dental check-ups and fillings, eye tests, physiotherapy, prescriptions and much more)
• Reimburse for usage of personal mobile phone
• Free Gym membership and Free Thursday lunch for office based staff