Executive Assistant – Let’s Grow Together at Tao Digital

Principle Responsibilities:

• Provide executive-level administrative support to the director and wider team.
• Efficiently manage and organise calendars, appointments, and meetings to optimise time management.
• Assist in the creation and refinement of business processes to enhance agency operations.
• Track tasks and projects using project management software (preferably ClickUp) to ensure timely completion.
• Prepare, manage, and distribute reports on the agency’s projects and activities.

• Deliver an exceptional standard of customer service to all clients and co-ordinate an effective timely response to clients by telephone, e-mail and video conferencing.

• Oversee communications, including managing emails, scheduling meetings, and preparing necessary documentation.
• Assist with financial administration, including invoicing and expense tracking, using Xero accounting software.
• Support the maintenance and enhancement of agency systems for client and internal project management.
• Serve as a primary point of contact for team members, vendors, and clients, as required.

• Take ownership of issues and respond promptly and proactively, updating the relevant team members and updating clients with solutions.

• Maintaining a reserve of stationery and marketing materials and ordering replacement materials.

Liaise with venues and organisers regarding refreshments, facilities, seating and on-site equipment as required for events and exhibitions.

• Support colleagues and share information in order develop and promote excellent service delivery though teamwork. 

Essential Requirements – Qualifications, Experience and Knowledge:

• Proven experience as an Executive Assistant or in an administrative role, preferably within a digital marketing or creative agency environment.

• Strong organisational skills with a keen eye for detail.

• Experience with project management software (ClickUp experience preferred).

• Familiarity with accounting software (Xero, is preferred).

• Excellent communication and interpersonal skills.

• Ability to multitask, prioritise tasks, and work independently.

• Passion for process improvement and reporting.

• High proficiency in Google Workspace tools (Gmail, Calendar, Drive, etc.) and Microsoft Office Suite (Word, Excel, PowerPoint). Desirable Qualities:

• A proactive and problem-solving attitude.

• Ability to work in a fast-paced environment.

• Strong work ethic and commitment to high-quality work.

• Passion for digital marketing and understanding of agency workflows.

You must also be willing to undergo an Enhanced DBS check if not already held.

Company Benefits:

• Competitive salary based on experience.
• Opportunities for professional development.
• Flexible working hours.
• A collaborative and supportive team environment.
• Company Pension
• Carbon offset every month paid on your behalf

Job Title: Executive Assistant

Job Type: Part Time

Team: Agency Team

Minimum Experience: 2 Years

Salary: £28 - 30k 

Location: Hybrid