Executive Assistant

– **The Organisation**
Small (4-person) UK-based, remote cyber security start-up.

– **Role**
Executive Assistant to join the UK team and take over various tasks from the CEO. You will use your experience to introduce better working practices, particularly in PipeDrive, and streamline the business.

You must have experience using your initiative to identify issues, find and discuss a solution, and implement it.

You will be responsible for invoicing, project tracking, creating and enhancing documentation and generally developing a cyber security start-up.

We are in our third year of trading therefore, you will be mainly enhancing existing systems and processes.

You will be provided with a Microsoft Office account. Communication with CEO will mostly be via MS Team. Screen recording videos will be used for some tasks which require thorough understanding.

Tasks are given via Notion, MS Teams and email. You will be provided with your email address and responsible for responding to and acting on the emails that arrive in that inbox.

– **Responsibilities**
*CRM/ Project Management*
You will create and send proposals to clients. Respond to queries. Book the project calendar and PipeDrive. Track the project, deliver the report and issue the invoice in QuickBooks.

You will be responsible for enhancing PipeDrive by editing it’s layout to increase our productivity. You will use your experience and intuition to ensure it is configured for maximum efficiency. To emphasise further, you will be responsible for how to do this and immediate direction will not be given.

*Documentation*
Create, edit and maintain key documents such as non-disclosure agreements, scope of work, terms of service and reports. You will conduct your own open source intelligence research to understand what documents competitors use, as well as use your experience in business to develop and enhance key documents.

*Conduct Assessments*
Using a given marking guide, assess a series of questions, state pass or fail, and provide relevant feedback from the guide in case of fail. Training will be provided. The assessment task for this job relates to this task.

*Systems and Processes*
Introduce, implement and maintain better working practices such as document control, working with clients, communications scripts etc. Conduct research, including intelligence gathering, on how to create other industry documents. Conduct competitor analysis.

*Marketing and Sales* ( no experience required – you will be taught)
Place blogs on our WordPress website and update WordPress plugins.

Design, produce and send a weekly newsletter using the content we create.

Develop marketing efforts involving LinkedIn, website blogs, newsletters,

Reach out via email and LinkedIn to potential partners and arrange meetings with CEO.

– **Mandatory Required Skills**
Ability to take on any task, ask the right questions and apply previous knowledge and experience to complete the task, without exception.

Microsoft skills – generally strong computer skills – Excellent written English skills. Accurate spelling, grammar, punctuation etc

**Characteristics and Personality**
If, during a given task, you discover that the method you were given is not productive, you must find a more effective way. You then communicate this with the CEO and then complete the task. We are not looking for someone who unquestioningly completes tasks without thinking. You will need to bring a lot to the party. You won’t be able to wait for tasks to come to you.

– ****Required Skills and Experience****
Enhancing and working with a CRM, ideally PipeDrive.
Invoicing – ideally Quickbooks
Digital Signing Software – ideally PandaDoc
Microsoft Office
Business Development
IT

– **Hours and commitment**
25 hours per week (5 hours per day, 5 days per week, Monday to Friday).

Of those 5 hours, you must be available for 3 hours between 0800 and 1800 GMT. This is so you can action tasks as they arrive, you will be notified via email or Teams and be expected to begin the task within 1 hour of being informed.

Other hours can be in your own time.

The aim is to create a full-time permanent contract for 8 hours per day, 5 days per week. This job has the potential to become the right person’s full-time role. We are looking for someone who can stay with the team for years.

This is a job for one person. This job is not for a team of people. NDA’s will be required and you will be held legally responsible for all the work you conduct.

**Application task**
– Place “20231123-VA” in the first line of your response.
– Place your CRM experience in the second line.
– Do not use AI to apply.
– Do not repeat the job description back to me. Ensure you read the advert thoroughly and respond accordingly. Only provide facts and what you have achieved. Do not provide subjective information about yourself such as ‘you are a great learner’, ‘you are excited to work with us’ or you will do what I need you to do.
– Please tell me what experience you have and don’t have from this job advert.
– Place details of your laptop/workstation on the third line, including the operating system and version.
– Unzip the attached document using **7zip**. You will need the following word, without quotes, to view the files “VirtualAssistantTask20231024-v1”.
– Click to view/file/d/18Ulw5RKsfU19IstKBGN71PwdUhjWhIy2/view?usp=drive_link
– Complete the task within the document and send back to me via your own hosting platform, eg: Google Drive

Thank you for taking the time to read and respond to this job advert. This is not your typical job and will be extremely rewarding for the right applicant.

**Interview**
The right applicant will be invited to a 2 hour paid interview where they will be asked to demonstrate their skills in the above requirements.