London – Executive Assistant/Office Coordinator

Job Description

About Ekimetrics

Ekimetrics is a leader in data science and AI-powered solutions. Since 2006, we’ve pioneered the use of AI and data science applied to unified marketing measurement and holistic business optimisation aligned with sustainability performance. We provide clients with precise and actionable recommendations for immediate implementation.

Our goal: Combine high-impact AI and data science solutions for sustainable business performance.

Key figures about Ekimetrics

·        400 data science experts globally

·        1000+ diverse projects for more than 350 clients

·        4 offices: Paris, Hong Kong, London and New York

·        $1 billion in profits generated for our clients

·        7000 tons of CO2 prevented by our clients in 2022

·        UK data company of the year 2023

·        Voted Great Place to Work 2023

·        Microsoft’s sustainability partner

·        Voted as a leader in “Marketing Measurement and Optimization” by Forrester Wave 2023.

Your role in the team

We are looking for an Executive Assistant and office coordinator for our General Manager of the UK office. You'll primarily manage their complex schedule, build strong relationships, anticipate needs, and act as secretary for the GM.  Secondly, you will help coordinate office affairs. Reporting to the Workplace & Engagement Manager you will also work closely with Finance, Sales and HR. This role would suit someone who thrives in fast-paced, changeable environments and who has previous experience working with c-suite in global organisations.

About the role

This is a newly created position, as a smaller organisation the role will be split approximately 60% EA and 40% office.

Responsibilities

1.       Executive secretary to an Ekimetrics Partner (Approx 60%)

-        Coordination for the preparation of materials for various committees: Advisory Board, Management Committees and Operational Committees

-        Participation in committees and drafting of minutes

-        Ensuring follow-up on the action plan

2.       Provide daily assistance to the Partner and office in various aspects of their client and office/company activities.

-        Organise meetings, travel and events

-        Maintain the diary, updating it in real-time, communicating changes, and managing their consequence

-        Monitor schedules and ongoing files, informing of the status of each matter and conducting necessary checks and follow-ups

-        Handle emails, phone calls, and mail

-        Conduct document or information searches as required

-        Draft letters, memos, or emails

-        File and archive documents and files (paper and/or electronic versions)

-        Process expense reports

3.       Contribute to Ekimetrics' professional image and maintain absolute confidentiality

-        Maintain courteous and professional contact with clients

-        Exercise discretion and protect confidential information

-        Ensure premium service and Excellence guarantee for Ekimetrics' clients

Office Coordination (40%)

·        Oversee office space, manage supplies, and handle IT/maintenance needs.

·        Act as point of contact for cleaning/maintenance services.

·        Support Workplace & Engagement manager with office queries.

·        Assist with HR and Health & Safety compliance, including fire marshal and first aid duties.

·        Coordinate on-site/off-site events, and liaise with suppliers, attendees, and key contacts.

·        Manage catering for events, client visits, and student events.

·        Assist the People team with onboarding, candidate meetings and welcoming of new employees or visitors

·        Handle access control for onboarding/offboarding and visitor management.

·        Contribute to office management improvement projects.

About You

Requirements

·        Ideally 3 years + experience working in an executive assistant role supporting C-level executives.

·        Languages: Fluent in English (if you also know French even better!)

·        Proficiency in MS Office suite

·        Mastery of company tools: Staffing, Cleemy (expenses), videoconferences (Teams), etc.

·        Experience with domestic or international travel coordination and travel booking sites

·        Hybrid working (2 days a week, flexibility to meet onsite requirements)

Personal skills

·        Detail oriented with strong organisational and time management skills with the ability to multitask

·        Be flexible, reactive and proactive

·        Service orientated and excellent people management

·        Ability to work autonomously, problem solve and have a sense of initiative

·        Sense of priority management of complex agendas and situations

·        Collaborative (the ability to work with different teams, people and stakeholders)

·        Integrity and confidentiality

·        Clear, concise communication

·        Experience documenting requirements

·        Interest in working in a dynamic, fast-paced, and driven consultancy environment

Working for Eki

Working for Ekimetrics is a lot of fun! Our London team consists of ~60 people. We come from all over the world to contribute value to Ekimetrics’ success - we love what we do, and we want to share it!

As well as an opportunity to join a driven, energetic, and highly innovative team, we also offer the following:

·        Competitive Compensation + Benefits + Bonus scheme

·        Hybrid working

·        25 days annual leave + Bank Holidays (prorated)

·        Private healthcare, life insurance, critical illness cover, and professional wellbeing support services

·        Cycle2Work scheme

·        Financial planning and support

·        4% Group pension scheme

·        Consciously cultivated culture, our best assets are our people. These sentiments are supported by our company values: Curiosity, Creativity, Excellence, Transmission and Pleasure.

Recruitment Process

1.      HR intro interview with a Talent Acquisition Specialist/Recruiter

2.      Interview with the Workplace & Engagement Manager

3.      Final interview with the GM/Partner

We would be delighted to provide you with further information during an interview and look forward to receiving your application! Any questions please contact recruitment.uk@ekiemtrics.com

Ekimetrics is an equal opportunities employer committed to making all employment decisions without regard to race, ethnicity, gender, pregnancy, gender identity or expression, creed, religion, nationality, age, disability, marital status, sexual orientation, military veteran status, current employment status, or any other legally protected categories, subject to applicable law.