ACCOUNTABILITIES
Executive Support: Supporting the CEO, through administrative tasks, to deliver the company vision
- Provide high-level administrative assistance to the CEO, including diary management, scheduling meetings, and managing email correspondence.
- Prepare and organise materials for meetings, ensuring the CEO is well-prepared with relevant information.
- Assist with project management tasks, tracking deadlines and ensuring smooth workflows.
- Coordinate and manage confidential and sensitive information with discretion.
- Communicate on the CEO's behalf with clients, vendors, and partners, ensuring professional and consistent messaging aligned with company values.
- After meetings, ensure that action items are tracked and deadlines are met, holding team members accountable for deliverables.
- Use various administrative tools such as Productive, Google Drive and Slack for effective communication and task management.
Sales Support: Effectively contribute to the management of the sales process
- Serve as the first point of contact for incoming sales enquiries, responding promptly and professionally.
- Qualify leads through initial conversations and gather relevant information to assess their fit for the agency.
- Maintain and update the CRM system with accurate lead details, notes, and next steps.
- Take the lead on building databases using LinkedIn and other sales tools to fit with the agency’s ideal client profile.
- Manage invites to events and follow-ups, as well as promote content downloads and other materials created for our target audience.
- Research potential prospects - build out profiles ahead of events we are attending.
- Support the CEO and wider team in preparing pitch materials, proposals, and presentations.
- Coordinate pitch meetings, ensuring all necessary resources and team members are aligned.
- Collaborate with the marketing team to ensure follow-up communications align with branding and messaging.
- Track and report on sales pipeline progress, identifying areas for improvement or follow-up.
- Undergo any further sales task at the discretion of the CEO and Marketing Director
Operational and Office Management Support: Contribute effectively to the company culture and office environment
- Support internal agency operations by streamlining administrative processes.
- Liaise with external stakeholders, clients, and partners as needed.
- Prepare for the week ahead by buying the weekly groceries every Monday morning
- Greet visitors and ensure that we have their car registration details and add them to the parking system when necessary
- Prepare meeting rooms with necessary items (water/glasses/stationary etc)
- Assist in coordinating team events, workshops, and external engagements.
- Take and collect any laptops for repair.
- Buy and prepare lunches for visitors and events, when necessary, and ensure dietary requirements are catered for
- Collecting the office post and distributing
- Answering the office phone - being the first point of contact
- Liaising with building management
- Keeping the office tidy
Continuous Professional Development: Taking ownership of your own development with the support of your team
- Proactively seek out training and continuing professional development to ensure continued learning
- Be open to and seek feedback from colleagues
- Attend and participate in relevant training and apply this learning to your work
- Take action to learn more about the industry and the services the agency offers
Competencies
- Organisation: Exceptional organisational skills with the ability to prioritise and manage multiple tasks effectively.
- Communication: Excellent written and verbal communication skills; able to represent the CEO and agency professionally.
- Sales Savvy: Familiarity with sales processes and ability to engage confidently with clients and leads.
- Proactive Approach: A self-starter who anticipates needs and takes initiative to solve problems.
- Attention to Detail: High level of accuracy in handling tasks, especially when preparing proposals or managing sensitive information.
- Tech-Savvy: Proficient in the Google Suite (GMail, Docs, Sheets and Slides) and CRM systems (e.g., HubSpot, Salesforce). Experience with collaboration tools like Slack, Productive and Miro.
- Interpersonal Skills: Strong interpersonal abilities, with a professional and approachable demeanour.
- Marketing Knowledge: Understanding of performance marketing principles.
What does success look like?
- Timeliness and quality of responses to sales enquiries.
- Conversion rate of qualified leads to opportunities.
- Positive CEO feedback on support quality and effectiveness.
- Accuracy and timely organisation of CRM data and sales materials.
- Contribution to successful pitch outcomes.
The package
Salary: £33k+ DOE
Annual Leave: 28 days (ex., Bank Holidays) plus Birthdays, Charity day and between Christmas and NY.
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Flexible working, 4-day work week, remote working available for some roles
Private Healthcare, inc dental from Vitality
OUR INTERVIEW PROCESS
- Cultural Interview with Office Manager (30 mins - Video)
- Initial Interview with Hiring Manager (30 mins - Video)
- Task Interview (1.5hrs - In person, Maidstone Office)
- Final Interview with CEO Becky (Video/Phone)
OUR CULTURE
Reflect Digital is more than just a workplace, we are a family, and we genuinely care for each other and for our clients and partners.
Our culture has evolved since being founded in 2011 and the Reflect Digital Way is here to help guide our culture forward. Our culture belongs to us and no-one else. Collectively we must nurture it to ensure we continue to build a family environment that team members want to stay within and new team members want to join.
Diversity and inclusion are at the heart of what we value as an organisation. Reflect Digital is an equal opportunities employer and all qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, age, disability or any other status protected by law. Our People team is happy to support any reasonable adjustments that are needed within the recruitment process, such as additional time or different application or interview formats. If we can do something to alter the recruitment process to better suit you, please let us know when you apply. We are committed to providing an inclusive and welcoming environment for all employees, volunteers, subcontractors, freelancers, and clients. Your information will be kept confidential according to the General Data Protection Regulation (GDPR).
Studies have shown that women and people of colour are less likely to apply to jobs unless they meet every single qualification. At Reflect Digital we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
To watch staff testimonials about our company culture you can watch this video on YouTube.
SEND US YOUR CV.
We are also always interested in hearing from talented individuals who love digital so if you are looking for a new challenge get in contact and send us your CV.