Personal Assistant

Personal Assistant

Who we are:

Welcome to This is Beyond, a dynamic and forward-thinking B2B events company based in the heart of West London. From our humble beginnings as an ambitious startup, we've swiftly risen to become a global leader in pioneering B2B events that redefine industry standards. Renowned as thought leaders in the luxury travel sector, we've left an indelible mark by spearheading innovative approaches and cultivating fervent communities around distinct travel niches. Our diverse portfolio boasts a mix of groundbreaking global travel trade shows tailored for elite influencers and trendsetters.

At This is Beyond, we're relentless in our pursuit of crafting unparalleled experiences. We meticulously curate our guest list, recognising that chemistry is paramount, and we vehemently reject mundane formats. Prepare to be immersed in exclusive, inspiring environments that blur the lines between work and leisure - because that's where true business brilliance thrives. Join us on our journey, where innovation knows no bounds and excellence is the standard.

Role Overview:

The Personal Assistant will provide comprehensive administrative and organisational support to the Senior Portfolio Director, who oversees two of our major events (L.E/Miami and SET). The role requires managing the Director’s schedule, handling communications, and assisting with event planning, ensuring smooth operations and enabling the Director to focus on strategic initiatives.

Core Responsibilities:

Responsibilities:

Administrative Support:

• Handle a wide range of administrative tasks to support the Senior Portfolio Director.
• Draft, review, and manage correspondence, reports, and presentations.
• Maintain accurate records and ensure all documents are filed correctly.

Diary and Inbox Management:

• Proactively manage the Director’s calendar, scheduling and prioritising appointments, meetings, and events.
• Monitor and manage the Director’s email inbox, ensuring timely responses and flagging urgent matters.
• Coordinate with internal and external stakeholders to arrange meetings and conference calls.

Client Correspondence:

• Act as the first point of contact for client enquiries, providing information and assistance as needed.
• Draft and send out communications to clients and partners on behalf of the Senior Portfolio Director.
• Ensure all client interactions are handled professionally and efficiently.

Meeting Coordination:

• Schedule and organise monthly and weekly team meetings, ensuring all relevant parties are informed and prepared.
• Prepare meeting agendas, take minutes, and distribute them to attendees promptly.
• Follow up on action items from meetings to ensure completion.

Expense Management:

• Process and manage expense claims for the Senior Portfolio Director, ensuring accuracy and adherence to company policies.
• Keep track of receipts and financial documentation related to expenses.
• Assist with budget tracking and reporting as needed.

Travel and Event Planning:

• Plan and organise travel arrangements for the Senior Portfolio Director & sometimes the wider team, including flights, accommodation, and transportation.
• Assist with the planning and execution of hospitality or small events, ensuring all details are covered.

Core Skills & Requirements:

• Demonstrable experience within a Personal Assistant or similar support role.
• Excellent verbal and written communication skills.
• Exceptional organisational skills with strong attention to detail.
• Ability to work well within a team and create a positive work environment.
• Efficient in managing time and prioritising tasks.
• Able to work independently, using initiative to improve processes.
• Positive, proactive, and capable of working under pressure.
• Discreet and trustworthy, able to handle sensitive information.
• Contribute to a dynamic, fun, and productive office environment.
• Represent the company professionally in all interactions.
• Adaptable and willing to take on varied tasks as needed.
• Provide on-site support during events as required.
• Willingness to travel and work flexible business hours as required.
• Capacity to work flexible hours as required when on-site.

Position Type: Permanent, with a 4-day working week. Our hybrid model includes 3 days in the office (located in Shepherd's Bush), 1 day working from home, and every Friday as a non-working day as standard.

Benefits: Enjoy a range of benefits, including: Pension scheme, 4-day working week (with Fridays off), Hybrid working arrangement, Health Cash Plan/BUPA coverage, Ongoing Learning & Development opportunities, Bonus Earning Potential, Social Events & Travel Opportunities

Diversity & Inclusion: At This is Beyond, we're dedicated to fostering an inclusive workplace where diversity is celebrated. We prohibit discrimination and harassment based on factors such as race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.

How to Apply: Ready to join our team? Explore all our available career opportunities and apply by visiting our careers site at careers.thisisbeyond.com. Connect with our network and discover how you can contribute to our exciting journey!