Job description

Company Overview

HIVED is London-based and rapidly growing as one of Europe's leading climate and logistics startups. The company is pioneering a sustainable parcel delivery system using a fully electric fleet, aiming to revolutionize delivery service reliability. Trusted by major brands such as John Lewis, Nespresso, and Uniqlo, HIVED brings together a talented team from top-tier tech and consulting firms, funded by prominent climate-tech and mobility investors.

HIVED's culture values kindness, tenacity, curiosity, and resourcefulness — fostering an environment of fairness, relentless customer commitment, continuous learning, and efficient resource use.

Role Summary

This role offers an exciting chance to join HIVED as a Personal Assistant within the CEO Office, supporting the company's co-founders alongside an Executive Assistant. The position is initially a 12-month contract with potential to become permanent, involving comprehensive business and personal administrative assistance in a dynamic, high-growth startup setting.

Responsibilities

Manage the co-founders' daily schedules, including organizing meetings, booking venues, resolving conflicts, and coordinating logistics.
Arrange and manage domestic and international travel, accommodations, transport, and prepare detailed travel itineraries, adapting to last-minute changes.
Assist the Executive Assistant with CEO Office tasks and relevant business projects.
Prepare meeting agendas, document notes as needed, and monitor action items.
Draft various business communications, presentations, and documents.
Handle expense processing and maintain accurate financial records.
Help organize company events, leadership meetings, and off-site gatherings.
Support general administrative duties for the Executive Assistant and CEO Office.
Coordinate personal appointments, booking personal travel, restaurants, reservations, and assist with gift purchasing and special occasions.
Manage family logistics, personal errands, and provide administrative help for diverse personal tasks.

Candidate Profile

Highly organized individual with outstanding attention to detail.
Proactive and resourceful, anticipating needs and staying ahead.
Calm demeanor under pressure with ability to manage shifting priorities efficiently.
Excellent verbal and written communications skills, confident in interacting at all levels.
Professional, discreet, and trustworthy in handling sensitive information.
Adaptable to high-growth, fast-paced environments.
Comfortable leveraging AI tools to increase productivity and streamline tasks.

Required Qualifications and Experience

Minimum of five years' experience in roles such as Personal Assistant, Office Assistant, or Team Assistant.
Proven track record of supporting senior leadership in hectic environments.
Expertise in calendar and travel management.
Strong organizational capabilities and meticulous attention to detail.
Excellent communication skills, both written and verbal.
Highly skilled in Google Workspace applications (Gmail, Calendar, Docs, Sheets).
Self-motivated with the ability to prioritize competing demands and work autonomously.

Benefits and Perks

Hybrid working setup with a diverse and driven team.
Ample opportunities for growth, learning, and career progression.
Generous vacation including 25 days annual leave plus public holidays, one birthday day off, and additional tenure-based days off.
Subsidized private medical insurance covering dental, vision, and mental health therapies.
Biannual performance evaluations and personalized development plans.
Competitive salary with employee stock options via EMI scheme and yearly compensation review.
Weekly team lunches and quarterly social events including an annual company sports day, "HIVED Olympics."
Enhanced parental leave policies effective from day one of employment.
Paid volunteer community days, cycle to work scheme, and dog-friendly office and depots.
Choice of MacBook Air or Windows laptop based on preference.

Personal Assistant to CEO Office