Executive Assistant to Founder/Office Manager

Join Our Dynamic Team as an Executive Assistant/Office Manager at Viva La Visa!

Are you ready to embark on an exciting career journey with Viva La Visa, a globally recognised company based in the heart of the Suffolk countryside? We specialise in providing top-notch visa and immigration services to the creative industry, including touring musicians, fashion, TV, film, and theatre professionals. If you thrive in a fast-paced environment and have a passion for helping others, this is the perfect opportunity for you!

Position: Executive Assistant/Office Manager

Location: Pettaugh, Suffolk
Job Type: Permanent, Full-time
Shift and Schedule: Monday to Friday, 37.5 hours per week, 9am-5pm

Why Join Us?

• Company Pension: Secure your future with our enhanced pension plan.
• Free On-site Parking: Enjoy the convenience of free parking at our modern office.
• Sick Pay: We've got you covered during times of illness.
• Performance-Based Bonuses: Be rewarded for your hard work and dedication.
• Beautiful Location: Work in the picturesque Suffolk countryside with plenty of room to roam during your lunch break.
• Team Bonding: Regular social events, including team lunches at local pubs.
• Casual Dress Code: Feel comfortable and express your style at work
• Access to tickets and experiences: With contacts throughout the creative industry, we’re very lucky to be invited to many exciting events, shows and awards.
• Enhanced holiday allowance: Increasing with each year of service.

Your Role:

Supporting the Founder in all aspects of his work while ensuring a smooth-running office for the wider team. This is a core role which will be fundamental in helping Viva La Visa grow without losing its personal culture.

What We're Looking For:

You are charismatic, enthusiastic, inquisitive, ridiculously organised. You will need to have a very strong record of executive support and an interest in business and how it works. If you love music and culture generally, so much the better.

You are happy to be in an office in the beautiful Suffolk countryside 5 days a week in case the Founder has a brilliant idea that needs implementing, while understanding that he is flexible and supportive when you have life issues to deal with. You will run your own brilliant ideas by the Founder rather than running away with them.

You will have superhuman levels of empathy and an ability to get on with all different types of people. You may have had some direct-customer experience too and are equally happy communicating by phone, in person, or via well-written emails. You will be comfortable saying to both Founder and team, politely “you said you were going to do this, have you done it?”

About the Job:

This is not a conventional office administration post. Nor is it a projects role with diary management added on. The right person will genuinely enjoy EA work and take satisfaction from knowing what the Founder needs, what he has promised to others, and what must happen next.

Priorities

• First: providing proactive, dependable EA support to the Founder
• Second: helping the business stay organized and make sure agreed actions happen.
• Third: contributing ideas and practical energy to projects, business development and improvements.

EA Duties

• Diary and travel planning
• Meeting preparation
• Action implementation and tracking
• Briefing the Founder on any issues that arise day-to-day
• Handling confidential information discretely
• Supporting Founder’s other companies where required

Business Organisation and Team Support

• Co-ordinating actions and projects across the management and visa teams
• Following up on agreed tasks and keeping people informed when priorities or deadlines change
• Helping improve internal organization, procedure and the flow of information
• Assisting with recruitment, onboarding, leavers, holiday and other straightforward HR administration
• Providing practical support when the team is particularly busy (you will not be expected to become an immigration advisor although you will naturally learn a great deal about what we do)

Business Development

• Turning Founder’s and team ideas into measurable actions
• Assisting with systems development projects (portal, website, CRM management, AI, marketing).
• Helping build the company’s network through attending conferences, presentations and events with the Founder
• Social media and website updates
• Helping to improve commercial discipline and margins.
• Looking for repeat business opportunities

Office Duties

• Managing suppliers
• Maintaining office/kitchen stock levels
• Making sure bins are emptied and dishwasher loaded on days cleaner isn’t in
• Liasing with handyman/cleaner on any office issues
• HR administration including holiday monitoring, holiday cover and ensuring proper handover has happened.
• General office coordination
• Maintaining a rewarding and supportive company culture.
• Frequent accounts cover
• General support where needed working as part of a busy team.

How to Apply:

To be considered for this exciting opportunity, please email your CV and a cover letter detailing why this role interests you and why you believe you are suitable for the position to [email protected], or apply via this advert.

Pay: From £30,000.00pa

Don't miss out on the chance to be part of a vibrant and supportive team at Viva La Visa. Apply today and take the first step towards an exciting and rewarding career!

Job Type: Full-time

Pay: £30,000.00-£36,000.00 per year

Benefits:

• Casual dress
• Company pension
• Free parking
• On-site parking
• Sick pay

Application question(s):

• Are you able to commute to our office (IP14 6DT) on a daily basis?

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Licence/Certification:

• Driving Licence and vehicle (to access our remote location) (required)

Work Location: In person