Executive Assistant

Description

Our Company

We’re on a mission to re-invent the fundamentals of e-commerce. As a reseller, with more than 10 years of experience in the beauty industry, we’re expanding into new categories and market places, aiming to make it possible to buy and sell anything, anywhere.  

If you’re ready for the ride of your life, we’re in hypergrowth, growing more than 200%, 3 years in a row.

We’re a fully remote team (except for our warehouse in Barcelona), with 65+ team members from more than 20 countries. Our core values are Efficiency, Initiative, Teamwork, Lifelong Learning and Best Life Architect. 

In fact, part of our purpose is to enable our people to live their best lives: our dream is to foster an environment where you can thrive in all aspects of your life. We encourage you to pursue your passions, nurture your relationships, and prioritise your well-being.

Get to know our team and culture here: https://www.ultimatebeautycompany.com/

Your Role

The Executive Assistant to the Leadership Team is responsible for providing high-level support to ensure the efficient operation of the team. This role involves managing both personal and professional tasks for leadership members, streamlining communication, and organizing travel and meetings. The Executive Assistant will work closely with other assistants to distribute tasks and ensure comprehensive support, enabling the leadership team to focus on strategic priorities and critical projects.

Impact 

The Executive Assistant plays a critical role in maximising the efficiency and effectiveness of the leadership team. By managing key tasks, scheduling, and communications, the assistant enables the team to focus on high-priority projects and strategic goals, ensuring deadlines are met and organisational success is achieved. Their contribution directly impacts the team’s ability to lead the company with clarity and precision.

Responsibilities

• Provide assistance to all members of the Leadership Team, ensuring effective time management and task completion

• Personal and Work Support: The assistant will handle both personal and work-related tasks for team members, providing comprehensive support

• Work collaboratively with the current assistants with potential task redistribution based on language skills and expertise

• Organise travel arrangements, including flights, accommodations, and itineraries when necessary, ensuring seamless travel experiences for leadership team members.

• Schedule and coordinate meetings, prepare agendas, and ensure all materials are ready in advance. Assist in follow-up tasks

• Act as a point of contact between the leadership team and other departments, ensuring effective communication

• Help the leadership team prioritise tasks based on deadlines and importance, ensuring critical projects are not delayed

• Support the leadership team in managing and tracking the progress of ongoing projects, ensuring all timelines are met

Requirements

Your Skills & Attributes 

Required for your role: 

• Fluency in English

• Spanish and Russian 

• Experience in an executive assistant or similar administrative support role, preferably working with senior leadership teams.

• Proven experience in managing complex calendars, scheduling meetings, and organising travel and other logistics.

• Demonstrated ability to work collaboratively with cross-functional teams and other assistants.

• Strong project management experience, with the ability to track multiple tasks and deadlines simultaneously.

Nice to have but not essential:

• Spanish and/or Russian language skills

• Experience handling both personal and professional tasks for executives

Required for the whole company: 

We are led by our five values: 

• Efficiency: We achieve results by being efficient with our time and resources. We’re resourceful. We are output-driven and data-based decision makers who constantly strive to optimise processes and tools. 

• Initiative: We assess, initiate and execute things independently in order to achieve the common goal and improve our work. We are self-sufficient, impact-driven and proactive, taking ownership of our work and motivated to make a positive impact on our team, customers and the company. 

• Teamwork: We're better together, collaborating with empathy, respect and positivity. We communicate in a friendly, positive and clear way, collaborate and we’re open-minded. We consider new ideas with an unbiased attitude and are able to reevaluate our perspective and behaviours. 

• Lifelong Learner: We take responsibility for our personal and professional development. We have curious mindsets, actively seek to grow in our professional and personal lives and, we engage in reflective practices, taking time to reflect on our experiences and learnings. 

Best-life Architect: We take proactive steps toward improving our lives and habits. We are self-aware and communicate our preferences, unique abilities and core needs while taking action towards living our best lives. We are aware of others’ values and needs and support each other.

Benefits

In line with our values, we offer the following benefits:

• Remote Work: Work from anywhere you want, with flexible working hours

• Competitive Salary: Bi-annual salary reviews to promote growth. The salary range for this role is $1250 - $1700 gross per month

• Paid Time Off: 36 days including bank holidays in your home location

• Medical Insurance: Medical insurance budget to promote health and safety

• Learning and Development: Growth plans, courses and learning opportunities to promote life-long learning

• Team Retreats: At least once a year we get together to connect at exciting locations (E.g. Serbia, Morocco)