Executive & Office Assistant

Operations · Full-time · England, United Kingdom

Job description

WHO ARE WE?

Searchlight Cyber provides organizations with relevant and actionable dark web threat intelligence, to help them identify and prevent criminal activity.

Founded in 2017 with a mission to stop criminals acting with impunity on the dark web, we have been involved in some of the world’s largest dark web investigations and have the most comprehensive dataset based on proprietary techniques and ground-breaking academic research.

Today we help government and law enforcement, enterprises, and managed security services providers around the world to illuminate deep and dark web threats and prevent attacks.

ABOUT THE POSITION

We are looking for a versatile and highly organised Executive & Office Assistant to be a supportive force who empowers our senior leadership team and wider business operations. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, managing busy schedules and mailboxes, and providing general support to key company executives. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Alongside ad hoc admin duties, your responsibilities will include prioritising emails and phone calls, calendar management, gathering documents to prepare for meetings, minute taking and coordinating travel arrangements. The role will also involve a high level of discretion and professionalism, due to the sensitivity of the data that you would be handling. Other admin duties include meeting room management, keeping the office space tidy and inviting, inventories, greeting visitors and mail handling etc.

WHAT WILL I DO?

Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
Manage the executive’s calendar and mailboxes, including making appointments and prioritising the most sensitive matters
Organise meetings, including scheduling, sending reminders, and organizing catering when necessary
Welcome visitors and identify the purpose of their visit before directing them to a meeting room
Manage travel logistics and activities, including accommodations, transportation, and meals
Work closely with the Operations Manager to maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
Manage communication with employees by liaising with internal and external executives on various projects and tasks
Plan and orchestrate work to ensure that senior executives’ priorities are met, organisational goals are achieved, and best practices are upheld
Provide ad hoc administrative and office support
Support with staff / customer events, both internal and off-site
Maintain professionalism and strict confidentiality with all materials
Maintain comprehensive and accurate records
Some minor accounting duties as directed by the Finance department (ad hoc / vacation cover)

WHAT ARE WE LOOKING FOR?

Proven experience in an administrative role reporting directly to upper management
Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
Experience in communicating between teams and managers
Experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint - although we use G-Suite internally
An aptitude for learning new software and systems
Proficiency in appointment scheduling software such as Google Calendar
Flexible team player, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company and its employees
An awareness of information security and a basic understanding of HR, finance and data protection processes
Excellent critical thinking and problem-solving skills
Excellent written, verbal and numeracy skills
Advanced typing, note-taking, record-keeping, and organisational skills
A will to take on any tasks as needed to keep our busy office running
Approachable and helpful disposition

WHAT’S IN IT FOR ME?

Job satisfaction; working for a company that is genuinely making people's lives better and helping to reduce the impact of internet based crime. You will have the opportunity to grow your career with the company in a very exciting industry.

On top of a generous salary in line with your experience, you’ll receive a commission scheme, great benefits package and a learning and development plan to help ensure your career always moves in the right direction.

We’re a committed team of professionals all from diverse backgrounds - software, data, security, sales and more. We all come together with a real passion for technology and a drive to make a difference - we’re committed to protecting society from threats and actors who use and abuse the dark web.

You’ll be challenged with interesting projects that will help you think outside the box and have plenty of opportunities to learn and practice new skills. You’ll be a key member of the team, directly contributing to our customer and supplier relationships and helping business goals. We believe in training & development, having fun and a great work life balance.

Your benefits package will include:

25 days holiday plus bank holidays
Entry into company pension scheme
Company vision scheme
Private Dental cover
You’ll receive a Perkbox membership, offering a range of high street discounts and other rewards
We offer both TechScheme and Cycle2Work
Comprehensive training and support to develop your career, including a training budget
A range of office perks, including free fresh fruit daily, a bean to cup coffee machine and more
Regular team building and reward events