EA to CEO
At Smart Spaces®

As an award-winning, industry-leading Prop Tech company, Smart Spaces develops pioneering tech platforms for building management systems’ control and communication, optimising environments for people and the planet. Currently a rapidly growing and successful scale-up, we seek talented and highly motivated individuals ready to help us elevate our business to the next level.

We are currently seeking a highly organised and proactive Executive Assistant to support the CEO at a key stage in the company’s growth. This role sits at the centre of the business, providing dedicated support to ensure the CEO’s time, priorities and communications are managed effectively in a fast-paced, scaling environment.

Reporting directly to the CEO, the Executive Assistant will take ownership of day-to-day executive support, including calendar, communications, travel and logistics, while also acting as a key point of coordination across the business. The role requires someone who is highly organised, detail-orientated, and confident operating with a high degree of autonomy, discretion and sound judgement.

As a scaling business, this role is critical in ensuring structure, efficiency and consistency to how the CEO operates, while remaining adaptable to changing priorities and business needs. The successful candidate will be a trusted partner, able to anticipate requirements, manage competing demands, and build strong relationships with stakeholders both across the organisation and externally.

The role is based in London, 5 days per week in-office, and due to the nature of the business this may require occasional out of hours contact from time to time.

Role Responsibilities

Calendar and Time Management

• Own and manage the CEO’s complex and ever-changing calendar across multiple time zones.
• Prioritise meetings and commitments to optimise the CEO’s time and focus.
• Anticipate and resolve scheduling conflicts, ensuring efficient use of time.
  
  

Inbox and Communications Management

• Own and proactively manage the CEO’s inbox and communications.
• Draft correspondence on behalf of the CEO.
• Prioritise key issues, delegate actions and ensure timely follow-ups are completed.
  
  

Travel Management

• Own end-to-end global travel arrangements, including flights, accommodation, transport and detailed itineraries.
• Ensure all travel logistics are delivered to a high standard, with strong attention to detail.
• Proactively manage and resolve issues that arise during travel periods.
  
  

Event Management

• Plan and deliver company events, including leadership offsites and quarterly company meetings.
• Work in partnership with Marketing to support external events such as meetings and podcasts.
  
  

Meetings, Administration and Business Support

• Prepare agendas, briefing packs, and supporting materials to ensure the CEO is fully prepared for all meetings.
• Attend meetings where required, capturing accurate minutes and action points.
• Draft and format proposals, contracts and other business documents.
• Maintain CRM systems and electronic filing to a high standard of accuracy and organisation.
• Coordinate client and site visits, including managing building access and logistics.
• Being a point of contact and liaising with clients and guests in the office, on client sites or at events, as required.
• Administrative assistance for the wider Senior Leadership Team on an ad-hoc basis.
  
  

Cross-functional and Team Support

• Work closely with Sales, Marketing, IT and other teams to support delivery of CEO priorities.
• Facilitate alignment and effective communication across departments.
• Provide cover for other EAs during periods of absence, ensuring continuity of support.
  
  

Personal Support to the CEO

• Provide occasional personal support to the CEO, including appointments and administrative tasks.
• Handle sensitive and confidential matters with a high level of discretion and professionalism.

Role Requirements (Essential):

• Proven experience supporting C-suite executives (ideally 3+ years), preferably within a technology, sales-led, or high-growth environment.
• Exceptional organisational and time management skills, with the ability to manage competing priorities and maintain a high level of attention to detail.
• Strong written and verbal communication skills, with confidence drafting correspondence on behalf of senior stakeholders.
• High levels of integrity, discretion and professionalism when handling sensitive and confidential information.
• Proactive and forward-thinking, with the ability to anticipate needs and take initiative without direction.
• The ability to identify inefficiencies and implement improvements to processes, systems, and ways of working.
• Resilient and adaptable, with the ability to remain calm under pressure in a fast-paced, evolving environment.
• Strong stakeholder management and interpersonal skills, with the ability to build effective working relationships across all levels of the business and external stakeholders.
• Experience coordinating international travel and complex logistics.
• Digitally confident, with experience using CRM systems and a range of business tools to support organisation and efficiency.

Role Requirements (Desirable):

• Experience supporting a CEO or Founder within a scaling business.
• Exposure to supporting cross-functional teams in a high-growth environment.

ESG Commitments

Smart Spaces is committed to being a positive impact employer and it is the responsibility of us all to ensure that our activities reflect our commitment to conscious inclusion, community and carbon reduction. and provide opportunities for, and have a positive impact on, our local communities.

Examples of actions appropriate to this role include, but are not limited to:

• Active participation in our community strategy
• Considering every action to ensure that we think ESG first e.g. in our travel choices, supporting local businesses where possible.
• Using your skills and expertise as a force for good e.g. through volunteering and/or pro bono work

Company

We believe it’s our strong commitment to our values that sets us apart and defines who we are. They are at the heart of everything we do, whether it’s our commitment to our clients or each other, and we welcome candidates that share this ethos.

Our Values

• We care and are conscientious.
• We are personable and respectful.
• We are passionate and enthusiastic.

If you share in our values and feel you can contribute towards making our company the best it can be, then join us and help build the future of greener, smarter, and more connected workspaces.

Diversity and inclusion

We celebrate our friendly, diverse, and inclusive team and highly value the diversity of thought and creativity this brings. A broad-minded team is open to innovation and ideas that benefit us all.

When recruiting, we ensure that applicants are chosen based on their merit and ability and are treated equally, irrespective of disabilities, race, colour, religion, nationality, ethnic origin, age, sex, sexual orientation, or marital status.

Find out more about Smart Spaces here: https://www.smartspaces.app/careers/

Job type: Full time

Work location: Aldgate, London, 5 days per week in office