Successful applicants will be contacted end of July 2025 for interviews. (Excited to speak soon!)

Ideal Start Date: September 2025 (flexible for the right person).

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Starting from Q4 2025, we have an exciting lineup of projects in store. To make it all happen, we are now seeking to fill one of the most critical roles in our team.

We are on the lookout for a motivated, smart, and caringExecutive Assistant / Personal Assistant(EA/PA) to join our dynamic company for20 to 25 hours per week. This role offers a combination of remote project work and in-person events and tasks, primarily based in central London.

As an Executive Assistant / Personal Assistant, you will deliver outstanding administrative, personal, and event support to our CEO, handling a diverse range of responsibilities to ensure the seamless and efficient functioning of our organisation. This presents a tremendous opportunity for a committed individual who thrives in a dynamic environment and is dedicated to making a positive impact on individuals' health and well-being.

The hours can be flexibly adjusted to accommodate essential dates involving in-person events and project commitments.

RESPONSIBILITIES

We are looking to hire for one of the most crucial roles in our business. As the right hand to our CEO, the successful candidate will provide personal and professional support for both business and personal tasks. This is an exciting opportunity to play a vital role in helping our small business thrive. If the successful candidate is interested, there will be an opportunity for the role to become full-time or evolve into something else.

Currently, our company consists of the CEO, Neeta Sharma, 4 project based freelancers, multiple stakeholders, various technical systems, several manufacturers, and our 6-year old General Manager :)

The successful candidate will have regular interaction with these stakeholders and will be responsible for managing the tasks listed below, which we have divided into two main sections:

Executive Assistant (70% of the role) / Personal Assistant (30% of the role)

Executive/ Virtual Assistant (70% of the job – 13+ hours per week)

We have a range of exciting product launches, in person events, and online experiences happening in London and around the world. Your main objective will be to provide comprehensive support to our CEO, allowing her to focus on strategic initiatives while ensuring smooth day-to-day operations. The successful candidate will be detail-oriented, proactive, caring, and can handle confidential information with the utmost discretion. Neeta imagines this as a tag-team mutually beneficial opportunity. Over 20 years ago, she actually was an EA/PA to a very senior executive and understands the role well.

This position plays a vital role in running the business.

Administrative Duties:

Manage the CEO's calendar, including scheduling appointments, travel time, dedicated working time, and pre-work time for company events, concerts, lectures, exhibitions, and retreats
Prioritise and arrange meetings based on business priorities
Manage data input and systematic organisation of information
Project management, including scheduling, setting alerts, and following up on major company deliverables
Handle effective correspondence and follow-up with freelancers, venues, manufacturers, customers, and partners
Assist with the preparation and submission of expense reports and basic book keeping
Manage inbox and digital asset organisation, including backups of photos, videos, files, documents, laptops, iPhones, and more
Travel management, including booking flights, accommodations, transportation, and researching venues and offices for meetings, events, concerts, retreats, and more
Create, maintain, and store templates
Handle data entry, filing, organising couriers, preparing mail, and booking meeting rooms
Organize meetings, prepare meeting agendas, take minutes, and distribute materials in advance
Participate in meetings by taking accurate notes and distributing action items
Assist in creating objectives and agendas for each project
Research, implement, and manage a social media scheduling tool (Facebook, Instagram, LinkedIn, TikTok)
Create, update, and distribute company documents to employees, freelancers, contractors, partners, and retailers as required (e.g., code of conduct, updated contracts, brand guidelines, product guidelines)
Conduct research, compile reports, and prepare presentations
Coordinate and manage special projects, both internal and external
Research best practices for using AI to systemise processes, increase productivity, and identify potential business partners, freelancers, and vendors
Interested in business growth whether via online channels, retailers, or events

Event Management:

Assist in organising an array of exciting events such as concerts, workshops, lectures, exhibitions, retreats, collaborations, photo & content shoots
Conduct research on potential venues, retailers, and industry best practices
Join events to assist with set up, manage timings, provide exceptional customer service, and ensure smooth operations

In-Person Responsibilities:

Attend meetings on behalf of Neeta when she is unavailable to gather information or complete tasks
Take responsibility for on-site inventory management
Assist with product fulfilment as needed
Physically organize paperwork, files, inventory, company assets, and props
Handle contracts and ensure they are filed in a timely manner
Create comprehensive physical and digital binders of business contacts and notes
Provide assistance during photoshoots and filming for content creation
Contribute to ad-hoc projects as and when required
Above all, fully embrace the spirit of FUN!

Personal Assistant (30% of the job – 7+ hours a week)

Approximately 30% of this role involves supporting Neeta Sharma with personal and family affairs. While Neeta prefers to handle these matters herself, she needs a compassionate and talented individual to provide assistance when necessary - eg: crunch times.

Manage the family calendar, which could include coordinating with co-parents, organising school events, playdates, parties, family travel, bank holiday clubs, babysitting, and assisting with family birthday arrangements
Occasional household errands such as grocery shopping, picking up gifts, sending packages, organizing clothes and toys, and purchasing household items
Help with snacks or dinners for playdates as needed
Assist with party planning
Handle personal appointments related to healthcare, school, playdates, birthday parties, and babysitting
Occasionally schedule household maintenance appointments, including gardeners, plumbers, cleaners, babysitters, and donations
Assist with personal travel arrangements, including booking flights, hotels, and researching activities
Occasional babysitting and ensure smooth handovers between co-parents
Keep track of important dates for passports, insurance, leases, subscriptions, taxes, and more
Contribute to ad-hoc projects as needed

4+ years experience as an Executive Assistant / Personal Assistant or in a similar role
3+ years of experience in a customer service role, ensuring outstanding support to clients
Experience with several of the Operational platforms, such as G-suite, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Project Management tools (Asana, Monday.com, Notion, or Trello), Quickbooks, and Calendly
Hands-on experience with several of the following technical retailer platforms: Shopify, Klavio, Canva, and Social Media Platforms (Facebook, Instagram, LinkedIn, Tik Tok)
A proactive and self-motivated individual who excels at prioritising tasks based on urgency and identifying opportunities for process improvement.
Excellent organisational and time management skills, with a knack for multitasking effectively
Strong attention to detail and problem-solving abilities
Ability to listen attentively and actively engage in conversations
A mature, hardworking, dedicated, and passionate attitude towards work
Must #rockwithcare and take pride in everything they do
Focused on progress rather than perfection, with a dedication to continual improvement
Interest in physical organisation of inventory, documents, swag, stationary, etc.
Experience with design or inventory management
Ability to handle confidential information with the utmost discretion
Enthusiasm for learning and personal growth, including receiving (and offering) constructive feedback
Experience in formatting presentations and creating visually appealing content
Effective, open, and honest communication skills, with a proactive approach to following up and assertiveness when needed
Exceptional communication skills, both written and verbal
Ability to maintain confidentiality and exercise good judgment
Proactive and self-motivated, with a strong sense of responsibility and ownership
Ability to work independently and as part of a team
Flexibility and adaptability to work in a fast-paced and ever-changing environment
High level of professionalism and dedication to customer service
Keen interest in developing emotional intelligence (EQ) and intuition
Knowledge of the Health, Wellness, or Retail industry is an asset
Experience working with children is an asset
This role will involve travel for errands, inventory management, workshops, lectures, exhibitions, and retreats as required. Car not required. Public Transport or Ubers suffice :)
The job will require lifting of inventory, props, camera stands, etc. Nothing too heavy but an FYI.

An opportunity for personal growth through participating in a variety of projects
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Succession planning: Within the next 18 months, the ideal candidate will have the opportunity to develop their own full-time role within Grounded 1002, either taking ownership of a specific function OR we encourage dialogue to help you fulfil your future goals, even if they are not with Grounded 1002.

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Executive Assistant / Personal Assistant