Executive Assistant

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😁 Role Summary

Glean are looking for a driven, organised and creative individual to support Dave the CEO & Dave the COO - a.k.a. “the Daves” - as they drive our mission to empower more than a million learners with the confidence and ability to learn effectively and efficiently.

This role has come at a crucial time as we scale our learning technology company. We have ambitious plans in 2022 and beyond, which leads us to why we are hiring this critical EA role. Here is what’s entailed and why you might be a fit; 

Growth 🎯 This is a unique opportunity to see every aspect of a fast-growing scale-up at the Executive level. The EA should use their creativity, experience and ambition to drive successes together. 

A winning partnership 🏆 You are implicitly trusted and can be relied upon. The three of you make a partnership and you all complement each other. You will help the CEO and COO scale and function exceptionally well - leaving them wondering what they would do without your help and support! This will mean you are not afraid to challenge them and will need to get to know them, how they work, and their superpowers and weaknesses. 

Prioritisation and structure 🤹‍♀️🤹‍♀️🤹‍♂️ One of the Daves is super structured, the other is not. Part of the challenge right? A key part of your responsibility is to help bring structure to the chaotic world of a scale-up, streamline the Daves’ day-to-day lives and optimise their time effectively. You make sure things we’re working on-or prioritising - don’t fall through the cracks, and will create systems and processes to manage and triage workflows. 

Fast paced environment 🚀 This is a fast paced environment, things change frequently. But you will thrive if you have the right attitude, are meticulously organised and are always thinking one step ahead. In a changing environment, you will ensure the Daves are always thinking about the most important things.

New challenges, every day. There will be variety & new challenges that come hand-in-hand with the scale-up environment. As CEO & COO in a scale-up environment, they really do wear multiple hats. From thinking about the long term future, to strategic planning & the here and now, plus everything else in-between, their time is often limited and very stretched. They need someone who can be a self-starter to identify problems and self-learn to find solutions autonomously. If you enjoy new challenges and problem-solving, this could be a great opportunity for you. 

Let’s go on the journey together ✈️ One of our core values is about enjoying the journey, so the most important thing to us is that you’re wanting to grow your career and grow with the company. We want to help you achieve your ambitions, whilst you help the Daves achieve theirs too. 

 

🚀 Responsibilities

Now for the more formal job details. In summary, you are the person that holds everything together, beats the drum (provides cadence), and ensures your key stakeholders are working effectively & remain accountable.

Your responsibilities will include, but not be limited to (because that's the joys of a start up!);

Executive Administrative Support 

  • Proactively plan the CEO’s & COO’s time with the view to maximising their efficiency
  • Create processes and systems to improve the CEO’s & COO’s organisation and effectiveness 
  • Building a strong understanding of business priorities, gradually gaining the ability to instinctively understand where the CEO’s & COO’s time is best spent 
  • Providing extensive meeting support, including preparing agendas, briefings and action points 
  • Managing relations across a breadth of stakeholder groups, both internally and externally
  • Help keep the leadership team moving forward by holding them accountable for actions, tasks, deliverables and any other matters as needed
  • You simplify complexity in a changing and chaotic environment

360 Support 

  • Highly involved with research to help create compelling, evidence based narratives, including reading, digesting and summarising a range of material and delegating to the CEO and COO as appropriate
  • Work closely with the brand team on identifying key networking opportunities to drive the Daves’ presence outside out Glean 
  • Project management - actively drive critical projects and strategic initiatives, take the lead on projects where appropriate and facilitate seamless collaboration 
  • Ad-hoc additional support where necessary
  • Close the communication loop, send important follow-ups, circle back on conversations, or request more information on behalf of the CEO/ COO 
  • Drive the Daves’ presence inside of Glean, proactively making the time for their 121s, preparing our internal company meetings and helping them build relationships with team members

Organisational Support 

  • You will also line manage the Office Coordinator. They will support you in coordinating logistics for meetings with the leadership team, administration support for the CEO and COO, and supporting the Employee Experience team with company events 

 

👉 What you'll have

We’re really open to all profiles that have proven experience working with an Executive or a Senior Leadership team. These are not deal breaker requirements, but some of our considerations are listed below.  

Experience 

  • Fast - seriously. Excellence and Efficiency are your superpowers 
  • Experience of working with a CEO/Founder or Execs that have have driven a new product to market would be highly desirable 
  • Experience of working in a high-growth, tech environment would be preferable 
  • Used to working that one step ahead - you know where everything is so the CEO & COO don’t have to
  • You have excellent communication skills and consider yourself a person who can influence

Attributes 

  • Smart, creative and highly adaptable
  • Naturally curious and open to trying new things. You get bored easily.
  • You pick up on systems and processes rapidly and often find ways of improving them
  • Tech savvy - you understand tools such as Google Calendar, Slack, Confluence, Monday, Notion etc 
  • Ambitious and commercially minded  
  • Exceptional communication skills, both verbal and written. You know how to influence using words
  • Meticulous attention to detail and uncompromisingly high standards 
  • Interested in productivity, optimising efficiencies and learning 

 

Piqued your interest? We’d be delighted  to talk about how your experience can shape our future.

 

About Us
 
Glean empowers learners with the confidence and ability to build useful knowledge in an age of information overload. Our inclusive learning technology is used by 100,000s of students to gain 21st century learning skills with a proven note taking process. We aim to reduce waste by helping learners to get more value from working with spoken language.  
 
Our mission is to challenge how the world thinks about learning so that it’s more accessible, productive, and purposeful for all learners. Join our values-driven and growing team if you’re excited by our goal to change a million lives for the better.
 
As well as our mission to change our customers' lives for the better, having happy and engaged employees is also at the forefront of everything we do. Glean is proud to have a two star accreditation from Best Companies, meaning that we have ‘outstanding’ levels of employee engagement. Apply today to find out what makes Glean such a fantastic place to work!
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