Operations and Administrative Assistant

Purpose of the role:

To provide administrative, planning and logistics management support to the CEO who runs a successful psychology based instagram account and learning platform. This role will include the management of logistics for opening a new psychology practice/space and will work side-by-side with the existing operations manager.

You will be responsible on a day to day level, and on a broader strategic level:

• Diary management including proactively managing scheduling, incoming and outgoing correspondence as well as virtual and in person logistics
• Occasional reception duties, patient check-in and support while in office
• Maintaining digital filing and system for organizational documentation needs such as monthly website updates and press release record keeping
• Work closely with contractors to ensure the highest standard of planning and execution of tasks
• Proactively sense check on logistics and material needs for day to day office needs e.g. ordering stationery, meals, arranging technology and equipment
• Organize and submit all receipts on a weekly basis as required
• Ensure that the CEO is represented with the utmost degree of professionalism
• Manage and monitor CEO task list and action all assigned tasks in a timely manner
• Manage numerous email addresses and ensure a quick reply on all important emails
• Basic daily Instagram management to support the CEO
• Miscellaneous personal tasks such as gift wrapping, postage etc.

CORE COMPETENCIES:

• Planning and organizing - you are an excellent planner and are highly organized. You can meet deadlines while balancing competing priorities.
• Attention to Detail - you don’t let things slip through the cracks and always double-check the small details whilst still keeping the big picture in mind.
• Communication skills - you are a clear and thoughtfully direct communicator, in person, on the phone and in writing. You are comfortable writing in a variety of styles and tones, from more formal to warm and engaging email communication.
• Flexibility - you are flexible in your approach with the ability to manage complex projects and juggle a wide range of competing priorities.
• Judgment and initiative - you see opportunities that others don’t and propose ways forward without being prompted. You are proactive, looking beyond business as usual, to find better ways of doing things.
• Technical - you have experience with Google Suite and pick up new softwares quickly
• Self starter - you are a person who begins work or undertakes a project on their own initiative, without needing to be told or encouraged to do so