paddle - Executive Administrative Assistant

• Diary & scheduling • Manage calendars for selected ExCo members, ensuring schedules are well-structured and optimised • Coordinate internal and external meetings across multiple time zones • Resolve scheduling conflicts and adjust plans as priorities shift • Travel & logistics • Coordinate domestic and international travel, including flights, accommodation, and ground transport • Build clear, detailed itineraries • Support with changes and disruptions, ensuring smooth execution • Expenses & administration • Prepare and submit expenses in line with company policies • Help with general administration as required by the ExCo member • Meeting & coordination • Coordinate meeting logistics and Offsites • Support preparation of materials where required • Track straightforward actions and follow-ups • Support to Executive Assistant (CEO & President) • Provide day-to-day support to the EA, helping manage volume and coordination across ExCo • Take ownership of administrative tasks to enable focus on higher-impact, strategic work • Step in to support scheduling, travel, and logistics as needed • Provide comprehensive cover to the EA during their annual leave of periods of business travel • General support • Provide consistent, high-quality administrative support across the Executive team • Help maintain structure, organisation, and smooth day-to-day operations • AI & continuous improvement • Use AI tools to improve efficiency across scheduling, note-taking, drafting, and organisation • Identify opportunities to streamline processes and reduce manual work • Adopt new tools and ways of working to improve productivity • We'd love to hear from you: • A professional with 3+ years’ experience in an administrative or assistant role, ideally supporting senior stakeholders • A strong diary manager, confident coordinating complex schedules across multiple time zones • Highly organised and detail-oriented, with the ability to keep things running smoothly • Comfortable operating in a fast-paced environment, managing multiple priorities with ease • A clear and professional communicator, both written and verbal • Proactive and self-directed, with a strong sense of ownership — you anticipate needs, take initiative, and act without being asked • A strong problem solver with sound judgement, able to quickly understand context and make sensible decisions • Discreet and trustworthy, with a high level of integrity and the ability to handle sensitive and confidential information with absolute professionalism • Hardworking with a strong work ethic, taking pride in being reliable, responsive, and delivering to a consistently high standard • Solutions-focused, with a bias to action and getting things done • Confident using AI tools (e.g. ChatGPT, Notion AI, or similar) to improve efficiency and output • Degree educated, or equivalent experience, with a focus on capability and judgement over formal qualifications • Everyone is welcome at Paddle • At Paddle, we’re committed to removing invisible barriers, both for our customers and within our own teams. We recognise and celebrate that every Paddler is unique and we welcome every individual perspective. As an inclusive employer we don’t care if, or where, you studied, what you look like or where you’re from. We’re more interested in your craft, curiosity, passion for learning and what you’ll add to our culture. We encourage you to apply even if you don’t match every part of the job ad, especially if you’re part of an underrepresented group. • Please let us know if there’s anything we can do to better support you through the application process and in the workplace. We will do everything we can to support any accommodations needed. We’re committed to building a diverse team where everyone feels safe to be their authentic self. Let’s grow together. • Paddle Together - “None of us, is as smart as all of us” • Paddle Simply - “Simple can be harder than complex: you have to get your thinking clean to make it simple” • Paddle for Others - “We can realise our wildest dreams, so long as we help enough other people to realise theirs”