Distant Government Assistant (UK solely, totally distant) at Ellipsis®

You’ll need to be both UK-based or have the fitting to work within the UK for this position. This position and the entire enterprise are totally distant.

As our Government Assistant, you may construct the programs that shield centered work in our fast-growing distant group. Success means dealing with the fixed circulate of data and operations so our Managing Director can consider strategic priorities. Your glorious assist will make this potential.

We’re in search of somebody who finds satisfaction in glorious assist. You may resolve the attention-grabbing puzzles that preserve a distant enterprise working easily. You may deal with our core operations whereas recognizing methods to make issues higher. Your cautious consideration to finance, group coordination, and assembly administration will assist the entire group succeed.

We’re distributed internationally, however our core collaboration hours are GMT/UTC-based. We regularly meet up with colleagues for group meetups and conferences.

This place might be damaged down as follows:

• 50% process-driven firm admin / MD admin
• 30% reactive work and particular tasks
• 20% conferences – preparation, attendance, follow-up

Finance, HR, and firm operations admin – you may personal these areas and the related processes, taking this over from the MD and defending the time it frees up:

• Handle day-to-day monetary duties, together with expense processing (bookkeeping), drafting of batch funds, bill assortment, and sustaining correct data.
• Deal with shopper invoicing, and guarantee well timed funds (each incoming and outgoing).
• Coordinate with exterior accountants for correct monetary reporting and payroll/pension administration.
• Handle compliance-related paperwork and ad-hoc monetary requests from the group.
• Assist with new hires; publish job descriptions to our Applicant Monitoring Software program and job boards, and deal with preliminary screening of candidates earlier than passing over to the Hiring Supervisor.

Conferences – conferences form how data flows by way of our enterprise internally and externally. You may make sure the MD and group are able to make use of them as engines of readability and motion:

• Put together for conferences, together with making certain agendas and inside notes are ready. Your objective is to make sure we utilise our assembly time most successfully and are capable of put our greatest ft ahead.
• Attend conferences and take minutes, or hearken to recordings of conferences and take minutes. You need to be extraordinarily snug with crafting correct, efficient, and helpful minutes.
• Triage subsequent actions arising from conferences, together with assigning or drafting follow-up emails or duties.

Gross sales and advertising admin – we have to transfer shortly when enquiries are available in, to safe new enterprise. You may each proactively deal with elements of this, and assist us construct higher processes:

• Draft contracts and proposals for purchasers. These are all templated however want cautious consideration to element to make sure particulars are up-to-date for the shopper. As soon as we now have a “sure” from a shopper these are sometimes time-sensitive, so working shortly and precisely is necessary.
• Draft gross sales emails, primarily as follow-ups from the MD or Head of Partnerships’ conferences.
• You’ll be anticipated to take the initiative. For instance, we’d inform a shopper on a name we’ll draft a quote. You’ll have to draft the quote based mostly on pricing you’ve discovered for related earlier tasks, for the MD to assessment.
• Guarantee all follow-ups are delivered in a well timed method, roping in stakeholders if and the place essential and taking the duty for supply.

Emails – e-mail is one in all our largest sources of context-switching and interrupted focus. You may assist construct higher patterns for managing this circulate of data:

• Help the Managing Director with sustaining an organised and environment friendly inbox, together with drafting replies or responding immediately on his behalf at instances
• Successfully triage emails, perceive potential programs of motion, and current data to the MD in a approach that lets him shortly present a batch of responses that unblock you 
• Construct templates and programs for dealing with recurring e-mail patterns, creating extra predictable response flows and lowering the cognitive load of fixed triage

Journey – coordinating group connection in a distant enterprise requires each tactical talent and strategic pondering. From retreats that carry our complete group collectively by way of to Management convention journeys that construct our business presence, you may deal with the logistics that create seamless experiences:

• You’ll be liable for organising our (usually twice-a-year) firm meet-ups, together with researching and budgeting areas, reserving flights and motels for 20+ individuals, discovering and reserving eating places, assembly rooms, and actions.
• You’ll want to combine efficient analysis abilities with organisation. What’s the most effective compromise for a lodge, between the price of 20+ rooms, journey time from our assembly house, and the necessity for a snug keep? How will we get from the lodge to dinner if it’s raining? The place will we discover a native photographer? Are there sufficient eating places that meet everybody’s dietary necessities? These are all questions you’ll have to proactively take care of to make sure we now have a productive  and clean journey.
• On a smaller scale: members of the Management group journey a few instances a yr for conferences. These are sometimes multi-city journeys requiring tight coordination. You’ll be liable for (remotely) aiding them with journey, motels, and shopper dinners/items.

Particular tasks – nice Government Assistants anticipate wants and construct programs that stick. You may tackle a mixture of one-off tasks and ongoing enhancements, recognizing methods to make our enterprise work higher:

• Help the MD with duties day-to-day. The remit of this position isn’t “comply with this clearly outlined course of each time”, however “take this principally completed venture and work out the best way to proactively take it to completion”. These duties would possibly contact venture administration, writing/modifying, triaging data, and making certain motion is taken. Some examples:
• We’re on the pathway to changing into a B Company and this requires plenty of paperwork. You may deal with plenty of the work to take us consistent with B Corp requirements. This may contain plenty of venture administration, coordinating new insurance policies, delegating duties and follow-up to make sure tasks are completed on-time and efficiently.
• Put collectively the corporate month-to-month e-newsletter from content material offered by the MD or Technique group: load into our e-mail software program + WordPress and schedule, draft and schedule social media posts (together with Thought Management type LinkedIn content material) based mostly on the e-newsletter (this requires understanding which elements of the content material work as standalone items, liaising with our Graphic Designer to get property), and schedule content material throughout firm and private LinkedIns.

Ellipsis is a totally distant firm with group members throughout the globe. We function a beneficiant flexitime coverage and once-a-month we run a 4 day week! Whereas this position usually follows customary UK enterprise hours (9-5.30pm), some flexibility is required to assist occasional late conferences. A couple of times per week, chances are you’ll want to help with conferences scheduled between 4-6.30pm UK time to accommodate purchasers in California. This will likely contain making ready for, attending, and following up on these conferences. Day without work in lieu shall be offered for any hours labored exterior of standard enterprise hours.

This can be a business-focused position and the overwhelming duty is with the enterprise. You might be often requested to deal with private admin for the MD.

You are at your finest making issues run easily behind the scenes. Your consideration to element helps catch small points earlier than they develop into issues, and you’re taking pleasure in anticipating what’s wanted subsequent.

Some necessities for this position:

• Sharp eye for element, particularly with written English
• Expertise bettering how issues work (in any context)
• Sturdy writing and modifying abilities
• Consolation working remotely and managing your personal time
• Confidence with digital instruments like Google Workspace and venture administration software program
• Capability to work UK hours with flexibility for infrequent late conferences

We welcome candidates with conventional EA/PA backgrounds and those that’ve developed these abilities elsewhere. Extra necessary is your knack for turning chaos into calm and constructing belief by way of constant execution.

• This can be a full-time, 100% distant position. Make money working from home, or the seaside! It’s essential to have the fitting to work within the UK for this position.
• Aggressive, full-time wage with pension, benchmarked to UK charges and based mostly on expertise. The vary for this position is: £35k-£42k/yr
• 28 days of paid vacation
• An extra 1 paid vacation day a yr with every year of tenure, as much as a most of 5 extra days
• 4-day work week, as soon as a month
• Genuinely versatile working, though noting the assembly schedule necessities above
• Common group retreats (~2 per yr); final was Edinburgh, beforehand in Oxford, Madrid, and Budapest
• Enhanced maternity/paternity go away, and sick pay
• You’ll work for a sustainable, moral firm: we’re aiming to develop into a B Corp by the tip of 2025

It’s necessary we discover the most effective candidate for this place, and our choice course of will mirror this.

We’ll assessment purposes on a rolling foundation however interviews begin after the cut-off date. There’s thus no profit to dashing to use: we are going to bias closely in direction of your software’s solutions quite than your CV, and we’d love so that you can take your time.

We’re lucky to obtain a big quantity of purposes. You may make your software stand out by paying particular consideration to the primary duties of this position, and “the best way to apply”. For those who assume you’re a match, or could possibly be a match – go for it!

We perceive that that is as a lot you interviewing us, as the opposite approach spherical. All through the interview course of, we’re extraordinarily glad to reply your questions in regards to the enterprise, working right here, and the way forward for the corporate.

The ultimate stage of our hiring course of is a paid check venture, which shall be just like work you can count on to do for those who have been employed. We’ll provide you with per week to finish the venture, however count on that you just’ll solely want ~4 hours.

We do nice work for purchasers and are constructing an moral enterprise that lets everybody do their finest work. For those who assume you can be the subsequent particular person to hitch our group, please apply 🙂

While we love expertise and sit at the vanguard of its adoption (we automate tons of of 1000’s of actions a month internally), we need to hear from you quite than from ChatGPT.