Inbox, Calendar & Travel Management
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Maintain a highly organised and tightly triaged executive inbox
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Understand key contacts and how different communications should be prioritised and handled
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Ensure important emails are never missed, incorrectly filed, archived, or filtered
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Prepare draft responses and track messages requiring follow-up
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Plan and protect the executive’s calendar 2–4+ weeks ahead
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Ensure calendar entries contain relevant context, agendas, interview notes, preparation links, and dial-in details
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Identify and resolve scheduling conflicts proactively
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Coordinate domestic and international travel end-to-end
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Research and present suitable travel and accommodation options
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Prepare comprehensive itineraries and supporting information
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Learn executive preferences and incorporate them into future planning
Personal & Executive Administration
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Handle personal administration and logistics where required
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Coordinate bookings, appointments, and arrangements
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Conduct research and information gathering
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Prepare documents, reports, and presentations
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Maintain organised digital files and documentation
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Assist with ad hoc executive and personal requirements
This has to be flawless. Nothing missed, lost, mis-filed, or accidentally archived or sent to spam. Inbox tightly triaged with a clear understanding of who the key contacts are and how each should be handled. Drafts prepared in anticipation of responses. Calendar planned and protected 2-4+ weeks ahead, with detailed context built into every entry (interview notes, meeting agendas, dial-in details, prep links). Trips documented and planned end-to-end, with accommodation options presented and preferences learned and refined over time. Personal administration handled without it ever needing to be asked for.
Project & Team Coordination
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Keep projects, deadlines, deliverables, and follow-ups on track across the team
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Maintain clear visibility over the status, ownership, and next actions for key initiatives
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Proactively follow up internal and external stakeholders
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Identify projects or deliverables that are beginning to stall and intervene early
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Coordinate cross-functional activity and ensure commitments are followed through
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Provide clear progress updates and escalate genuine risks where appropriate
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Take project-management responsibility away from the executive wherever possible
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Ensure the executive does not need to continually chase people for updates or outstanding actions
Meeting Preparation & Executive Readiness
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Coordinate meetings and ensure the executive is fully prepared for important conversations
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Help set agendas based on current priorities and business context
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Prepare briefing notes, summaries, supporting documents, and relevant background information
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Gather information from team members and stakeholders ahead of meetings
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Ensure calendar entries contain relevant agendas, links, notes, and preparation materials
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Capture key actions and ensure post-meeting commitments are followed through
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Anticipate what information the executive will need before being asked
Marketing & Production Operations
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Provide hands-on operational support across brand and marketing activities
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Coordinate marketing productions, campaigns, and related projects
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Source and communicate with suppliers and service providers
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Obtain, compare, and negotiate supplier proposals where required
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Research and vet talent, creators, partners, and external resources
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Conduct outreach and coordinate responses
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Maintain timelines, deliverables, documentation, and follow-ups
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Help solve practical problems that arise during marketing execution
This role requires someone willing to engage with the work itself rather than simply administer it.
Systems, Processes & AI Workflows
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Identify recurring activities that can be turned into documented, repeatable processes
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Build and improve workflows for projects, reporting, inbox management, travel, and other recurring responsibilities
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Create templates, checklists, trackers, and operating systems
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Improve how information is captured, organised, and communicated
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Identify repetitive work that can be streamlined or automated
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Use AI tools to improve productivity, research, communication, and workflows
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Build practical AI-enabled processes where appropriate
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Use Notion or similar structured workflow tools to create visibility and accountability
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Continuously improve systems so recurring problems are solved rather than repeatedly managed
Communications & Follow-Up
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Draft clear and professional communications on behalf of the executive
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Learn the executive’s communication style and progressively prepare responses in her voice
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Proactively contact internal and external stakeholders to progress outstanding actions
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Follow up commitments, requests, and deadlines
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Prepare draft responses before they are requested
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Send routine communications on the executive’s behalf where authorised
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Maintain a high standard of written communication across all interactions
Overall you should anticipate routine administrative needs rather than waiting for them to be assigned