Job Description

Job Title:

Executive Assistant

Location:

Between Dollis Hill Office & Wembley Stadium with the occasional travel to other venues in and outside of London.

Position Type:

Full-time

Reports to:

Venue Director

Salary:

35k-45k

We are Shack Events, a leading bar & confectionery operator. We operate at some of the UK's largest stadia and sporting venues, specialising in serving alternative drinks such as our own kegged spirit & mixers and cocktails, as well as heavily supporting with mainstream draught beer, craft beer and real ale. As of 2023 we also offer confectionery support, including pick & mix, doughnuts, ice cream and popcorn.

We are an incredibly passionate business, who are always eager to take on a challenge and tackle a new opportunity head on. We see our resilient and dedicated team as our foundation, and our aim is to help guide each team member and build their skillsets and confidence. We all work together, from the bar staff to the directors, to get the job done and everybody is willing to get their hands dirty when the time calls for it!

Who we're looking for

Personable & Charismatic:

This person will act as an extension of our senior team, joining meetings and driving follow-up. They must be naturally amiable, with strong interpersonal presence.

Resilient:

Able to take feedback without taking things personally. Must stay composed, adaptable, and focused on delivery.

Trusted & Discreet:

Comfortable being exposed to sensitive conversations and confidential information. Must maintain full trust and integrity.

Exceptionally Organised:

Relentless about the details. Nothing should fall through the cracks.

Strong Finisher:

Capable of taking a brief and driving it through to completion and beyond. Results-driven with a focus on action.

Thrives in Pace & Chaos:

Unfazed by last-minute changes or a fast-moving environment. Agile and proactive under pressure.

Commercially Savvy:

Understands the financial impact of decisions

Creative:

You will be assisting the Venues Director on new signage projects and new concepts for the business.

Action-focused:

You will be responsible for taking tasks and following them all the way through to execution and review, with a need to be extremely detail focused

Job Summary

As the Executive Assistant, reporting to the Director of Venues, you will play a critical role in ensuring the Directors time is effectively managed, organisational projects are executed efficiently, and the day-to-day functions runs smoothly.

You will be expected to maintain a high level of discretion, professionalism, and flexibility in a fast-paced environment.

Your primary focus will be to support and action project development and not be phased by a variety of tasks. This role will absorb the overflow of administration tasks from the Director, but also will need to be forward-thinking, making sure any tasks are caught and executed from start to finish. Your efforts will directly contribute to enabling the business to scale effectively.

A key part of this role is to allow the Director to continue looking forwards and not backwards, allowing focus on strategic growth, key relationships/accounts, innovation, resilience and stability. Focusing on the all-important, granular details is where you step in; reporting and communicating to the Director to ensure they maintain awareness of the business's pulse.

Key Responsibilities

Act as a point of contact for the Directors, handling communication regarding non-essential emails such as cold calling messages, non-client messages and team member messages with professionalism and confidentiality.

Manage the Director's diary, including scheduling meetings, appointments, and travel arrangements. Attend meetings with or on behalf of the Director, taking detailed minutes and ensuring follow-up actions are completed. Assist with any financial admin such as expenses and credit card recconciliatons. Take ownership of managing the Director's tasks and diary, ensuring nothing is overlooked and all jobs and requests are completed promptly and efficiently. By handling these responsibilities, you will provide seamless support, allowing the Director to focus on moving forward without needing to revisit or follow up on unfinished tasks. Coordinate with internal teams and external stakeholders to ensure project deliverables are met. Act as a liaison between other Directors and stakeholders, maintaining strong relationships and representing the company professionally. Supporting with data analysis and reporting on the performance of the venues and events. Assist in preparing reports, presentations, and other documentation for internal and external meetings, prioritising tasks based on time sensitivity and importance. The Director's needs will always take precedence, ensuring their priorities are met efficiently and effectively.

Event and Project Support:

Support the Director in planning and coordinating projects, both internal and client-facing. Oversee the delivery of key organisational projects, ensuring adherence to deadlines and quality standards. Manage ad hoc projects as required, demonstrating flexibility and initiative. Provide support with organising events and activities such as the Christmas party, client gifts, client trips, and days out.

Qualifications and Skills

Proven experience as an Executive Assistant, Administator, Business support Exceptional organisational skills with the ability to multitask and prioritise effectively. Strong written and verbal communication skills. Demonstrated ability to handle sensitive information with discretion and professionalism. Self-motivated, adaptable, and capable of working independently in a hybrid environment. Strong interpersonal skills and the ability to build positive relationships with stakeholders at all levels. Familiarity with event management or the catering industry is advantageous but not essential. Familiarity of Microsoft Excel, Powerpoint, Word and Outlook.

What is the package?

Travel allowance scheme 28 days annual leave (including bank holidays) Private Health Care scheme Work phone provided Long-term service benefits 3% matched company pension scheme
Job Type: Full-time

Pay: From 35,000.00 per year

Benefits:

Casual dress On-site parking Private dental insurance Private medical insurance Work from home
Work Location: Hybrid remote in London NW2 5PJ