Executive Assistant & Office Manager

We are seeking a highly organised and proactive Executive Assistant and Office Manager, a pivotal role that will provide comprehensive support to our Managing Director and leadership team working in a fast-paced, expanding retail company with locations across the UK., As an Executive Assistant & Office Manager, you'll be the right hand to Mike, our MD, supporting him to maximise his capacity whilst also supporting the wider leadership team. This role offers a unique opportunity to work across the business, providing high-level administration and project support, and to grow and learn in a dynamic environment.

What are the responsibilities?

Due to the nature of this role and those you'll be working with, your responsibilities will be wide and varied making it impossible to list them in full. You'll be proactive in looking for ways to support Mike to increase his capacity by looking after functions across his work and personal life including those listed below:

Communications Support:

• Write and proofread key emails: Craft clear, concise, and engaging emails for various purposes, including company-wide internal communications, announcements, and updates. Ensure accuracy, consistency, and alignment with the company's tone and messaging guidelines.


• Email Correspondence: Monitor and respond to emails on behalf of Mike, drafting and editing correspondence as needed. Prioritise emails based on urgency and importance.


• Special moments: Recognise special moments for the team, including birthdays, great reviews, anniversaries etc..


• Write quotes: Generate compelling quotes, collaborate with relevant teams to gather necessary information and tailor quotes to meet specific needs and requirements.


• Prepare presentations: Develop visually appealing and informative presentations that effectively incorporate graphics and present data.


• Look after online profile: Manage Mike's online presence across various platforms, including social media, websites, and professional networks. Ensure that profiles are up-to-date, accurately reflect his and Bird & Blend's brand image, and effectively engage with the target audience, working closely with team members who support both our founders' profile raising & spokesperson activities. Monitor and respond to online feedback and inquiries in a timely manner.


Executive Support

• Calendar Management: Manage and maintain the MD and wider leadership team's calendars, including scheduling meetings, appointments, and travel arrangements. Coordinate with internal and external stakeholders to ensure efficient time use.


• Meeting Coordination: Arrange and coordinate meetings, conferences, and other engagements for the leadership team. Prepare agendas, presentations, and materials as required. Source and book appropriate meeting rooms and spaces off-site. Attend meetings as needed to take minutes and follow up on action items.


• Travel Arrangements: Coordinate travel logistics for the leadership team, including accommodation, transportation, and itinerary planning.


• Administrative Support: Provide general administrative support, including but not limited to drafting notes, organising documents and files, preparing reports and presentations, taking minutes during meetings and handling phone calls.


Project management

• Project Support: Assist the MD & leadership team in a variety of projects and initiatives, coordinating with team members and external partners as necessary.


• Project Management: Project manage a variety of projects that Mike is leading at any one time to ensure that these keep moving forward.


Office Management

• We are proud to foster a dynamic work environment where collaboration and innovation thrive. Our Brand, Customer Experience, Digital, Finance, Operations, and People and Culture teams are centrally located in our Worthing Office; it is the central heartbeat of the business, making it a destination team members are excited to visit. As the Office Manager, you will not only oversee office management tasks but also have the opportunity to shape a fun, professional, and inviting workspace that fosters collaboration and innovation.


• Work closely with the Operations Manager on facilities management, including building maintenance and supplies.


• Coordinate company events and celebrations, including social and company events.
  
  Previous Experience: Experience in a similar role, particularly in a startup environment with a founder, is preferred but not essential.


• Strong Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.


• Strong Decision Making: Ability to make sound decisions independently and efficiently, considering various factors and potential outcomes.


• Discretion: Ability to handle confidential information with sensitivity and maintain utmost discretion.


• Adaptability/Flexibility: Willingness to adapt to changing priorities and work in a fast-paced environment.


• Highly Organised: Exceptional organisational skills, with the ability to effectively manage multiple tasks and priorities.


• Cost Conscious: Awareness of budgetary considerations and the ability to make decisions with cost-effectiveness in mind.


• Confidence and Assertiveness: Confidence to push back when necessary and provide constructive feedback while maintaining professionalism., In-office Presence: The role requires a minimum of 3-4 days per week in the office.


• Driving Licence: A driving licence is required as driving may be necessary for work-related tasks.


• Proficiency with office software, particularly G-Suite.


• While this is advertised as a full-time position, we are open to discussions with applicants who are interested in flexible working arrangements.
  
  Bird & Blend Tea Co. is an eco-conscious, people-focused, award-winning & B Corp-certified Tea Mixology company on a mission to spread happiness & reimagine tea!


Bird & Blend was set up & is run by Krisi & Mike, who met whilst studying Politics (of all things!) at university.

Building Bird & Blend from scratch while staying true to their ethos & values has been Krisi & Mike's passion for over 10 years.

From the early days of packing tea in their bedroom & attending markets, to now, with an awesome team, multiple retail stores & a thriving international online store, Bird & Blend is leading the way in tea innovation in the UK.

Bird & Blend has grown out of a core belief in doing business in a better way. This is ultimately our why - it's why we are in business & what we believe in. Of course, we want to welcome as many people as possible into our Magical World of Tea but fundamentally it's what we care about other than great tea that makes us magical.

Of course there are, for all the hard work you will get:

• Friendly and supportive team culture: Enjoy working alongside a team of like-minded individuals who value collaboration, camaraderie, and fun in the workplace.


• Membership of company pension scheme (if applicable): Secure your financial future with enrollment in a company-sponsored pension scheme, ensuring peace of mind and financial stability in retirement.


• Holiday accrual that grows with loyalty: Enjoy 25 days holiday (plus bank holidays ) as a token of appreciation for your dedication and loyalty to the organisation, providing you with ample opportunities for rest and relaxation. This entitlement increases with service.


• Life Insurance & Income Protection: providing financial security and peace of mind for you and your families.


• Health Cash Plan: after one year service we will enrol you into our Health Cash Plan which will allow you to claim back money for dental, optical, prescription charges etc. Specific information on this scheme will be shared with you all..


• Life Happens Leave: Sometimes life can throw unexpected challenges our way, we offer paid leave specifically dedicated to these situations to provide employees with the time and space needed.


• Complimentary drinks and snacks: Stay refreshed and energised throughout the day with a variety of free drinks and snacks provided in the office.


• Monthly tea allowance and generous staff discount: Indulge in your favourite teas while benefiting from a discount on company products, fostering a culture of enjoyment and appreciation.


• Employee Assistance Programme: Access confidential and professional mental health support services to prioritise your well-being and address any personal or work-related challenges.


• Bike to Work and Electric Vehicle Schemes: Take advantage of a sustainable transportation option, contribute to environmental conservation, and benefit from tax-efficient savings.


• Paid volunteer days: Make a positive impact in our community by participating in volunteer activities during dedicated paid volunteer days, fostering a culture of corporate social responsibility and giving back.


• Dog-friendly office: Bring your furry friend to work and enjoy a pet-friendly environment that promotes work-life balance and companionship.


• We also have enhanced family friendly policies, offer flexible working and are always open to discussing your individual circumstances!


• We are proud to be a Sunday Times Best Places To Work 2024 employer.