Job Description

At SmartPA, we are the engine of our clients' success. This particular role is embedded with one of our ‘dedicated’ clients—a high-growth, global tech giant. You aren't just an assistant; you are the Strategic Operational Partner for the C-Suite.

We are looking for a powerhouse who possesses a "bias for action" and a relentless drive to keep a fast-moving leadership team on track. You are a resourceful, tech-native problem-solver who thrives on the ambiguity of a young, yet global organisation. You will be the bridge between big-picture vision and daily execution, ensuring that every operational detail—from a critical board meeting to a complex global travel itinerary—is handled with surgical precision.

Key Responsibilities and Skills

What Your Day Will Look Like

• C-Suite Partnership & Scheduling: Act as the strategic "air traffic controller" for the leadership team. You’ll manage access and protect their time, ensuring they stay focused on high-leverage goals while you handle the logistical noise.
• Strategic Alignment: You understand the executive’s "North Star" goals. You don't just book meetings; you ensure the calendar reflects their current priorities, ruthlessly moving or declining low-impact requests.
• Proactive Stakeholder Management: Act as the primary point of contact for internal teams and external partners. You ensure every interaction is professional, timely, and aligned with the executive’s priorities, often resolving scheduling conflicts before they reach the C-Suite.
• High-Velocity Calendar Management: Solve Google Calendar Tetris across multiple time zones. You ensure every slot has a purpose, a punchy agenda, and the necessary pre-read material attached.
• End-to-End Travel Logistics: Manage complex travel with a methodical, "perfectionist’s eye." You anticipate travel friction, handle last-minute changes with ease, and ensure the source of truth for their itinerary is beyond reproach.
• Expense & Budget Stewardship: Design and maintain automated workflows and Google Sheets ecosystems for tracking expenses and C-Suite budgets. You’ll ensure financial data flows through the executive office with zero friction and 100% accuracy.
• Process Optimisation: You don't just use existing systems; you improve them. You identify friction in how the C-Suite operates and suggest Google Workspace workflows to make the office more efficient.
• AI Acceleration: Spend a percentage of your time identifying how Generative AI tools (e.g., Gemini) can transform administrative heavy lifting, research complex problems, and automate your own workflow.

Skills

About You

You are a strategic problem-solver and a skilled communicator. You are intellectually curious, self-aware, and constantly seeking excellence. You thrive in a fast-paced environment and have a relentless drive to build something great.

You possess the mental agility to pivot from high-level board prep to granular travel crises without losing momentum. You are a proactive self-starter who is always "one step ahead"—you identify potential bottlenecks before they happen and have a "Plan B" ready before it's even needed.

Experience

What You'll Need

Your experience is key, but your tech-fluency and attitude are what set you apart.

Essential:

• Strategic Anticipation: A proven ability to stay "ahead of the curve." You anticipate the needs of the C-Suite and stakeholders, often completing tasks or solving problems before you are even asked.
• Elite Communication: Exceptional written and verbal communication skills. You can tailor your tone for a quick chat message to an internal developer or a formal email to an external Board member.
• Google Suite Mastery: Expert-level mastery of Google Workspace (Calendar, Sheets, Docs, Slides, Drive). You are a "power user" who knows how to keep a digital filing system and team schedule perfectly synchronised.
• Async Mastery: You are a pro at asynchronous communication. You know how to provide status updates and get "yes/no" decisions from busy execs via chat or recorded updates without needing a live meeting.
• Operational Precision: A high level of "logistical literacy." You take pride in the details—ensuring every itinerary is clear, every meeting has a purpose, and no balls are dropped.
• Execution at Pace: A proven ability to prioritise and juggle multiple projects simultaneously to meet competing, "need it now" deadlines.

Desirable:

• AI Fluency: Hands-on experience using Generative AI (LLMs) to research, draft communications, or accelerate your workflow within Google Workspace.
• Tech-Native Efficiency: A natural curiosity for new productivity features and "hacks" within the Google ecosystem to kill manual, repetitive tasks.

Work Remotely

Hybrid role

Schedule

Monday - Friday
09:00 - 17:30

Job Type

Full time, Permanent

What's in it for you?

At SmartPA, we believe in rewarding talent and supporting your growth:

• Competitive salaries
• Full time, hybrid work
• Flexitime initiative: work when you're most productive (core hours: 10:00-16:30 GMT)
• 33 days holiday: because rest fuels greatness
• Department incentives
• Employee Assistant Programme