Job Title: Executive Assistant (EA) & Office Management

Location: Mash Media Group, Apple Market House, KT1 1RR

Reports To: Board of Directors

Contract Type: Part-time (3 days a week)

Salary: £40,000 - £50,000 (pro rata)

Role Overview

As the EA, you’ll be the cornerstone of daily office life, supporting the 6 Board members, managing internal office communications and administration, ensuring the team is organised, motivated, and well looked after. This is a varied and hands-on role requiring high levels of discretion, attention to detail, and the ability to juggle multiple priorities in a fast-moving environment.

Key Responsibilities:

Executive Support

• Provide day-to-day life admin and executive support to Mash Media’s Board members
• Diary and calendar management, including scheduling internal and external meetings.
• Booking and coordinating companywide travel (flights, accommodation, transport).

Office & Operations Management

• Oversee the look and feel of the office, ensuring a welcoming and productive environment.
• Liaison with building management and other office suppliers.
• Manage logistics for office moves and new setups.
• Co-ordinate onboarding for new staff members.
• Handle office admin, supplies, and equipment needs.

HR & Staff Engagement

• Manage holiday and sick leave tracking using Xero.
• Organise and implement staff incentives and engagement initiatives.
• Post new job ads and co-ordinate interview scheduling.
• Support HR processes including onboarding and staff surveys.

Meetings & Internal Events

• Schedule and coordinate board meetings, town halls, and AGMs.
• Take detailed minutes/notes for board meetings and AGMs.
• Prepare meeting folders and track action points.
• Organise briefing calls for upcoming external events.

Systems & Bookings

• Manage any internal or client-facing booking systems.
• Maintain folders and ensure smooth information flow for event planning.

Key Skills & Experience:

• Proven experience in a PA, office manager, or team assistant role (preferably within a fast-paced industry).
• Excellent organisational and time-management skills.
• Strong written and verbal communication.
• Discreet, proactive, and able to handle confidential information.
• Experience with Xero (or willingness to learn).
• Tech-savvy and confident in using booking and HR systems.
• A self-starter who thrives on making things happen behind the scenes.

Key Performance Indicators (KPIs)

• Executive Support Efficiency:
• 100% of meetings and travel arrangements for Mash Media’s Chairman (Julian Agostini) and CEO (Liz Agostini) scheduled and confirmed on time, with minimal last-minute changes.
• Inbox/calendar conflicts reduced through proactive diary management.
• Onboarding & HR Administration:
• New staff onboarded with all required equipment and documentation within 2 business days of start date.
• All holiday/sick leave recorded accurately and reconciled monthly in Xero.
• Event & Meeting Coordination:
• 100% of board meetings, town halls, AGMs supported with accurate agendas and minutes.
• Folders and prep materials sent at least 24 hours prior to meetings.
• Recruitment Coordination:
• Job ads live within 2 working days of request.
• Interviews scheduled within 5 business days of candidate shortlist.
• Candidate feedback gathered and returned within 3 business days.
• Systems & Admin Accuracy:
• Booking systems maintained with 99% accuracy.
• Internal files and folders updated regularly with no more than 5% missing data per quarterly audit.