Job Description

The Role

We’re looking for an exceptional Executive Assistant (EA) to support our Group CEO and Board at Smartbox - a global assistive technology business with operations across seven countries.

This is a senior EA role with genuine breadth. You’ll manage the administration, logistics and information flows that keep Group leadership running effectively - from complex diary and travel management, to building polished Board presentations, supporting reporting cycles, coordinating internal events, and running our Bristol office. You’ll be trusted with sensitive information, expected to stay one step ahead, and given real visibility into how a fast-growing international business operates at the top level.

The role matters beyond its outputs. Smartbox’s technology gives people with complex communication needs a way to express themselves and live more independently. The smoother the leadership team operates, the more effectively the business can pursue that mission.

What You’ll Be Doing

Board & Executive Support

• Manage complex diaries and scheduling for Group Board members, anticipating conflicts and resolving them proactively.

• Prepare meeting agendas, coordinate papers, take minutes, and ensure Board members are briefed and prepared for all engagements.

• Manage information flow accurately and on time across the Group Board and Exec teams.

• Arrange travel, accommodation and logistics for Group Board members.

• Liaise with internal and external stakeholders to ensure seamless communication and follow-through on actions.

Reporting & Presentations

• Build high-quality PowerPoint presentations for the Group Board, including board packs, investor updates, all-hands materials and exec-level communications, well-written, well-designed and on-brand.

• Support reporting cycles by consolidating inputs from across the Group, sense-checking data, and helping produce clear, accurate reports and summaries.

• Undertake research and produce ad-hoc reports as required.

Events & Communications

• Plan, coordinate and deliver internal events, from company-wide gatherings to team offsites, sometimes leading end-to-end and sometimes supporting senior stakeholders, taking ownership of logistics, communications and delivery.

• Collaborate with the Marketing and Communications team on Group-wide communications.

Office & Operations

• Manage the day-to-day running of the Smartbox Bristol office, including supplier and facilities management, greeting visitors and coordinating with building management.

• Handle personal and sensitive data in line with company policies, GDPR, HIPAA and data protection regulations.

• Support the company’s Quality Management System, sustainability goals and health and safety policies.

What We’re Looking For:

Essential Skills/Attributes

• Proven experience as an Executive Assistant, PA or similar role supporting senior leadership.

• Excellent MS Office skills, with particular strength in PowerPoint - able to build clear, compelling, professionally designed presentations independently.

• Strong reporting skills, comfortable working with data, consolidating inputs and presenting information accurately.

• Outstanding organisational and time management skills, with a natural tendency to plan ahead and anticipate problems.

• Strong personal initiative - identifies what needs doing without being asked and acts on it.

• Comfortable using AI tools to improve efficiency and output quality, whether for drafting, research, summarising or presentation work.

• Experience organising or coordinating internal events.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy.

• Discretion and sound judgement in handling confidential information.

• Ability to manage competing deadlines and priorities.

• Strong interpersonal skills and ability to build relationships across a dispersed, multi-country group.

Benefits

• 25 days holiday plus public holidays.

• Private Medical Insurance.

• Group Life Assurance and Income Protection.

• Company Pension.

• Flexible working.

• Cycle scheme and EV car scheme (after 1 year’s service).

• Corporate gym membership discount.

• Wellbeing app (Yulife) with store discounts and wellbeing services.

• Annual Charity Day.

• Long Service Award.

• Training and development opportunities.

• Complimentary theatre and cinema tickets (Malvern Theatres).

• Office snacks and regular social events.