Job title: Personal Assistant

Reporting to: Nikki Tibbles, Founder Wild at Heart and Founder of Wild at Heart Foundation

Location: Flexi working - based 2-3 days a week in our office in Battersea, London, and mirroring Founders diary.

Summary: A rare opportunity to work in a varied and exciting role assisting the founder of London’s leading florist and event business and Founder of Wild at Heart Foundation.

You’ll work closely with and provide trusted, high-level support to the Founder/CEO. You’ll bring calm, structure and thoughtful organisation to a fast-paced, ever-changing creative business where no two days are the same. 

From orchestrating diaries, multiple inboxes and a polished LinkedIn presence to coordinating travel and daily admin, you’ll deliver it all with care and precision.

Working in this space means being ready for the unexpected; events and client needs can change at a moment’s notice. It’s often all hand- on deck, so you’ll bring a solutions-focused, positive attitude to problem-solving with an unwavering commitment to deliver on time, every time.

KEY RESPONSIBILITIES/ROLE REQUIREMENTS:

·       Gatekeeping & Executive Support: Act as a key point of contact for the Founder and wider team. Occasionally make decisions on the Founder’s behalf, ensuring alignment with business priorities.

·       Inbox & Communication Management: Oversee and manage all inboxes, prioritising those of the Founder/CEO and the company. Draft thoughtful responses and reply on behalf of the Founder when appropriate, including across email, LinkedIn, and other platforms, ensuring nothing is missed.

·       Diary & Meeting Coordination:  Manage complex calendars, schedule meetings and calls, prepare relevant materials, set reminders and accommodate last-minute changes. Occasionally take minutes and ensure action points are tracked and followed up.

·       Travel & Event Planning:  Coordinate UK and international travel, including logistics and documentation. Provide ad hoc support for client events and occasionally represent the Founder at external events, building the network on her behalf.

·       Team & Business Operations:  Keep the business organised through team coordination, drafting agendas, capturing accurate meeting notes, tracking actions and maintaining trusted relationships with stakeholders.

·       Project Management & Ad Hoc Support:  Deliver flexible project support across all areas of the business. Be a calm, solutions-focused team player with a “no job too big or small” mindset. Provide occasional support to affiliated projects such as the Wild at Heart Foundation.

·       Finance / Data Admin: Handle business expenses, maintain accurate records, support finance admin in line with GDPR and assist with occasional personal tasks for the Founder.

·       Marketing Activity Support & Social Media: Support the execution of key marketing activities and campaigns. Confidently post on LinkedIn, manage content deadlines, and support the growth of the brand’s online presence.

·       New Business Support & Client Engagement: Play an active role by supporting the CEO in identifying and researching new business opportunities. Building and nurture client relationships, attend meetings, take notes and ensure all actions are followed through. Collaborate across teams to support business development initiatives.

·       Process Improvement: Develop and refine internal processes, templates, onboarding materials and company policies - always seeking better ways to work smarter and more efficiently.

Ad-hoc Personal support

•     Property Management

•     Vehicle Management

•     Finance support and management – invoices, monitoring accounts etc.

•     PR – filtering requests, coordinating interviews

•     Personal inbox management

•     Whatsapp management – flagging important messages etc.

•     Ad hoc support with client events

•     Ad hoc support with the Wild at Heart Foundation

Requirements:

Technical skills

•     Considerable experience in Apple software and devices (iPhone, iPad, mac), plus use of Microsoft software (Outlook, Word, Excel etc)

•     Preferably use of database software to manage contacts in Pipedrive

•     Strong with dictation, reasonable typing speed

Personality

•     Strong communication skills

•     Very proactive, with heaps of common-sense

•     A calm, flexible, patient, can-do approach

•     Extremely well-organized, methodical and efficient, and able to use initiative

•     Ability to provide high level support in a demanding environment

•     Ability to multitask 

•     Strong work ethic and ability to take proactive ownership of assigned duties

•     Discreet, professional and client facing

Background:

• At least five years’ experience in an PA/EA or organisational role
• Business development experience ideal
• Creative background