Special Assistant

What we are looking for

A Special Assistant to provide comprehensive support to our Leadership and Operations Team. This key role requires exceptional administrative, communication, and organisational skills, coupled with a proactive and assertive approach. The ideal candidate will be skilled in managing complex calendars, supporting the leadership team’s strategic initiatives and assisting in other administration tasks as required.

About us

At Seismic we have 2 key goals: to be the best place you have ever worked, and to help 10 million people join the shift by 2030.

Along with creating impact through everything we do, connecting and building relationships is a core priority for us. That goes for our relationships with our amazing clients and with our fantastic team of changemakers, made up of a strong mix of B Corp, Net Zero, Reporting and Sustainability Comms experts, throughout the UK and Europe.

We love working with our clients. From SMEs to multinational corporations, we are committed to enabling them to prosper by helping them become ever more impactful forces for good.

All that’s missing is you!

The role and its responsibilities

The exact role definition will be dependent on the desire, capability and experiences of the right person. Key responsibilities are likely to include:

• Leadership Team Calendar Management: Proactively manage and coordinate complex calendars for members of the Leadership Team, including scheduling meetings, appointments, and travel arrangements, while anticipating potential conflicts and ensuring optimal time utilisation.

• Leadership Team Communications Support: Serve as a primary point of contact for internal and external communications on behalf of the Leadership Team. This includes drafting and managing email correspondence, ensuring timely and professional responses, and maintaining confidentiality.

• Leadership Team Administrative Tasks: Provide comprehensive administrative support, including preparing meeting agendas and materials, taking and distributing meeting minutes, generating reports and managing expense reports.

• Leadership Team Thought Leadership Support: Facilitate the Leadership Team's thought leadership initiatives by coordinating event travel and logistics, assisting with the preparation of content (e.g., presentations, articles), and managing related administrative tasks.

• External Partner/Vendor Management: Liaise and coordinate with internal and external partners and vendors, such as agencies, event venues, and service providers, ensuring smooth communication, managing contracts, and facilitating effective working relationships.

• Operations Team Development: Work directly with the Chief Operating Officer (COO) this includes observing, reviewing, and analysing processes to identify inefficiencies and areas for improvement, as well as supporting broader business improvement projects.

• Financial Administration: Provide support to the finance team with tasks such as invoicing, expense reports, and budget tracking as required.

• IT and Cybersecurity Operations:

  • Provide operational support for our cybersecurity compliance platform, NAQ.

  • Liaise with relevant internal teams and external providers to ensure smooth IT operations.

  • Manage new employees' IT equipment requests.

• General Office Management: Assist with general office management duties.

About you

To be successful in this role you would need the following attributes:

• Previous experience in an administrative role within a fast paced environment.

• Excellent English skills, both written and verbal, with strong attention to detail and accuracy.

• Hungry to learn and contribute, with a proactive attitude towards taking on new challenges and responsibilities.

• Assertive and confident in communication, capable of effectively interacting with individuals at all levels, both internally and externally.

• Proven experience in providing high-level administrative support to senior executives.

• Strong organisational and time-management skills, with the ability to prioritise tasks and meet deadlines.

• Proficiency in Google suite (such as Gmail, GoogleSheets)

• Experience working with external partners

You are a team player - you like a laugh, but are not afraid to graft. You are a student of sustainability, have plenty to offer, and know you have even more to learn.

You are action-oriented, have a keen eye for detail and enjoy juggling multiple projects and priorities and enjoy just the right amount of time pressure to help keep productive and focused. You are a ‘people person’ with a knack for building relationships with a diverse group of people.

You are excited by the opportunities of working for a young, fast growing, ever evolving and purpose-driven business.

In your first 3 months you will:

• Be introduced to your manager and mentor

• Go through our onboarding programme

• Join our fortnightly Personal Growth sessions and Friday lunch-and-learns on anything and everything to do with Impact

• Get to know our leadership team

Location

Ideally you will be within commuting distance of our London office (Waterloo), and present in the office at least three days per week.

Working hours

We believe in flexible working hours to better suit our personal lives while being considerate of each other and our clients. We generally work office hours but trust each other to make fair decisions.

Salary and benefits

• 25 days annual leave per year pro-rata

• An extra day of annual leave for your birthday

• The option to swap up to two Bank Holidays per year to suit your religious/cultural/family/personal needs

• £500 per year professional development budget

  • Plus two days per year professional development time

• £200 per year wellbeing budget

• £200 home office setup budget

• Employee Assistance Programme

• Wellbeing and benefits platform

• Bupa health insurance

• Cycle to Work scheme

• Financial coaching (Bippit)

• …and a roadmap for future benefits as we grow

Seismic is an equal opportunities employer

Seismic recruits, employs, trains, compensates and promotes regardless of race, religion, national origin, gender, sexual orientation, disability or age. We are building a world class team and we know we need a diverse mix of talented people doing their best work.