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Executive Assistant & Office Manager

Executive Assistant and Office Manager  

  • Start: February 2024 
  • Location: London  
  • Mostly office based: 4 days a week at our Paddington offices, 1 day working from home 
  • Contract type: Permanent, full time (5 days) 
  • Working hours: 40 hours a week including a paid lunch hour. Flexible start and finish times. 

Who we are 

At MOTH we’re here for cocktails, company, and conversation. That’s why we make the most delicious cocktails in a can - so that special mix can happen anywhere. Hands up - we’re obsessive. Every sip delicious and distinguished. Our cocktails are classics, and our ingredients are second to none. At the same time - we’re not snobbish. We don’t talk in master mixologist lingo. We have no fancy bar or dress-code. And we believe in fair prices for great drinks. Because when you’ve got good friends and fine blends, what more do you need? Mix of total happiness. MOTH.   

We are one of the fastest growing FMCG brands, re-writing the rules of RTD cocktails, and facing unprecedented growth. Our success is down to the work that our magic MOTHs do, we hire exceptional people to do exceptional things. Our team in the UK has grown to more than 40 people and we’re not stopping there, we’re looking for a superstar Executive Assistant for our two Co-Founders to also help look after our shiny new office, based in London.  

 

Role Overview 

Reporting into the Head of People, this is a brand-new role for a superstar Executive Assistant, primarily looking after our two Co-Founders with some light Office Manager responsibilities. This role is based in the office 4 days a week with one day working from home.  

 

Executive Assistant responsibilities 

We need an organisational whizz to support our two Co-Founders, one based in London and one will be in New York: 

  • Managing complex schedules, diaries and calendars,  
  • Communication, screening emails and prioritising/escalating when needed 
  • Making travel arrangements for the Co-Founders and the leadership team 
  • Event planning: Organising meetings, including scheduling, sending reminders, and organising refreshments when needed. Including board meetings and all company meetings 
  • Preparing documents and coordinating board packs. Taking meeting minutes at board meetings 
  • Providing additional support when needed to senior leadership team. 
  • Working on ad hoc projects 

 

Office Manager responsibilities 

We have our own office within a fantastic co-working space in Paddington so a lot of the day to day office management tasks are already taken care of. We are looking for someone who can be the guardian of our sparkly new office and keep things running like clockwork: 

  • Welcoming guests and visitors 
  • Making sure the kitchen and office is fully stocked, including equipment ordering for new starters 
  • Office inductions for new starters, including health and safety 
  • Arranging couriers, receiving deliveries and liaising with the team on this to ensure that this runs smoothly 
  • Liaising with the landlord and external third parties on any maintenance/upkeep of the office and equipment 
  • Being the point of contact for MOTHs with any office based queries 

Who you are: 

  • An organisational whizz/professional plate spinner, things move quickly at MOTH.
  • A confident communicator with exceptional written and verbal skills  
  • Brilliant relationship builder and a true people person 
  • Exceptional attention to detail 
  • You’ll be privy to lots of confidential information so maintaining confidentiality is a must 
  • This would suit someone who has some experience of working as an EA previously but we do not require prior experience as an EA or Office Manager (but previous administrative experience would be beneficial)

We put lots of time and care into our interview process so that new MOTHs feel fully part of the team from the minute they walk into MOTH HQ. Therefore, our benefits are available to all MOTHs from day one without any minimum service requirement:   

Flexible working hours - Core working hours are 10am-4pm so you can choose your working hours to suit you (e.g. 8am-4pm, 9am-5pm or 10am-6pm) 

Bonus - up to 20% subject to personal and Company Performance, paid annually 

Pension – 3% employer contribution 

Annual leave - 27 Days Holiday (+ your birthday off) 

Enhanced parental leave and support - 20 weeks full pay for each parent. We also offer parental transition coaching and Workplace Nursery Benefit to help out with nursery fees

Private Medical – Vitality including personal worldwide travel insurance 

Learning and development - Personal annual learning and development budget of £2,000 (alongside companywide training) 

Snacks - Free Breakfasts and more chocolate covered rice cakes than you could dream of 

Socials – weekly cocktail Thursdays, monthly Socials and summer/Christmas Parties 

Free MOTH allowance - Free monthly MOTHs allowance and discount codes for family and friends 

Average salary estimate

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What You Should Know About Executive Assistant & Office Manager, Moth Drinks

Are you ready to shake things up with MOTH as an Executive Assistant & Office Manager? Starting in February 2024, this full-time, permanent role based in our vibrant Paddington office is the perfect way to dive into a dynamic and fast-paced environment. At MOTH, we are all about cocktails, company, and conversation, crafting the most delightful ready-to-drink cocktails. We pride ourselves on exceptional quality and a welcoming atmosphere where everyone feels at home. As our Executive Assistant, you will play a pivotal role supporting our two Co-Founders, helping to manage their busy schedules, travel arrangements, and event planning. Your organizational skills will shine as you juggle complex calendars and assist with board meetings. Additionally, you will take on light office management duties, ensuring that our fantastic new office runs smoothly, welcoming guests, and overseeing supplies. This role is designed for someone who thrives in a fast-paced environment, possesses exceptional communication skills, and has a knack for building relationships. You’ll have the flexibility of working from home one day a week in addition to great perks, such as a generous bonus structure, a healthy annual leave policy, and even a private medical plan. If you are ready to support our leadership and be part of a growing FMCG brand that never stops innovating, we would love to hear from you!

Frequently Asked Questions (FAQs) for Executive Assistant & Office Manager Role at Moth Drinks
What does an Executive Assistant & Office Manager do at MOTH?

The Executive Assistant & Office Manager at MOTH plays a crucial role in supporting the Co-Founders with scheduling, communication, and travel arrangements, while also maintaining the office environment. You'll be managing complex calendars, coordinating meetings, and ensuring the office runs smoothly – a mix of responsibilities that combines organizational talents with people skills.

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What qualifications do I need to apply for the Executive Assistant & Office Manager position at MOTH?

While prior experience specifically as an Executive Assistant or Office Manager is not mandatory, having administrative experience will certainly help you succeed. MOTH values exceptional organizational skills, confidentiality, and strong communication abilities, making it essential to showcase these attributes when applying.

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What makes MOTH a great place to work for an Executive Assistant & Office Manager?

MOTH stands out with its vibrant culture centered around cocktails and camaraderie. Employees benefit from flexible working hours, a generous bonus structure, and various perks including private medical care and social activities. The environment fosters personal growth and learning, making it an opportunity worth exploring.

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How does MOTH support work-life balance for an Executive Assistant & Office Manager?

At MOTH, work-life balance is a priority. The Executive Assistant & Office Manager position comes with flexible working hours, allowing you to choose the best schedule that fits your life. With the core hours from 10 am to 4 pm, you can start your day early or wrap it up later, ensuring you have time for every aspect of your life.

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What kind of team will I be working with as an Executive Assistant & Office Manager at MOTH?

As an Executive Assistant & Office Manager at MOTH, you'll be joining a passionate team that values creativity and collaboration. With over 40 employees, you'll experience a friendly workplace with a strong sense of community, where everyone works together to push the boundaries of ready-to-drink cocktails.

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Are there any specific skills required for the Executive Assistant & Office Manager role at MOTH?

Yes! The ideal candidate for the Executive Assistant & Office Manager role at MOTH should have exceptional organizational skills, be a confident communicator with a knack for relationship building, and possess outstanding attention to detail. These skills will help you effectively manage the demands of supporting the Co-Founders and running the office smoothly.

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What are the working hours for the Executive Assistant & Office Manager position at MOTH?

The Executive Assistant & Office Manager will work a standard 40-hour week at MOTH, primarily in the office four days a week, with flexibility in start and finish times. One day each week allows for remote work, ensuring a balance between on-site responsibilities and personal time.

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Common Interview Questions for Executive Assistant & Office Manager
Can you describe your experience with managing complex schedules?

When answering, focus on specific examples where you combined multiple schedules, overcame conflicts, and ensured clear communication amongst parties involved. Highlight your tools used for organization, as well as your ability to prioritize tasks effectively.

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How do you ensure confidentiality in your work?

Emphasize the importance of confidentiality in your previous roles and provide examples of handling sensitive information. Discuss policies you've adhered to and how you've maintained privacy in your communications.

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What strategies do you use for effective event planning?

To answer this, share your process for planning events step-by-step, from initial brainstorming to execution. Include how you manage logistics, communicate with stakeholders, and follow a timeline to ensure nothing is overlooked.

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How do you handle unexpected changes in your schedule?

Discuss your flexibility and adaptability when situations arise. Provide an example where you successfully managed a last-minute change and ensured that everything remained on track.

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Can you give an example of how you've built relationships in a professional setting?

Highlight specific instances where your communication skills helped foster a collaborative environment. Share how you engaged colleagues or superiors in conversations and created rapport over time.

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What tools or software have you used for office management?

Mention software and tools such as project management apps, calendar systems, or communication platforms you've utilized. Discuss how these tools improved your efficiency in past roles and supported your organizational efforts.

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How would you prioritize tasks for the Co-Founders at MOTH?

Example your prioritization framework clearly: including how you assess urgency versus importance, and how you keep all stakeholders informed of your decisions. Provide a practical scenario where you successfully prioritized multiple demands.

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What is your experience with taking minutes during meetings?

Discuss your approach to taking minutes, such as the key elements you focus on like decisions made, action items and responsible parties. Share a personal experience where your thorough minutes served a significant purpose.

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How do you manage office supplies and inventory?

Explain how you track and order supplies, possibly using software or spreadsheets for management. Provide an example that showcases your attention to detail and proactive approach to inventory management.

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Why do you want to work as an Executive Assistant & Office Manager at MOTH?

Craft a response that ties your personal passions with MOTH's mission. Speak about how the culture and values resonate with you and highlight the opportunity for personal and professional growth.

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🇬🇧🇺🇸 - the most delicious cocktails in a can - for whoever, wherever - take us with you - b corp™️ certified

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DATE POSTED
November 28, 2024

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