Executive Assistant to the CEO
Reports to: Chief Executive Officer
Location: Crowborough, East Sussex
At Prom, we aspire to be the world's most customer-focused biocides company, building on a heritage of over 60 years and a global presence across the UK, USA, Brazil, India, and China. We combine deep scientific expertise with creativity to develop innovative formulations that protect paints, coatings, varnishes, and personal care products from microbial contamination - helping safeguard both products and people. As a challenger in our industry, we are scaling ambitiously and this is an exciting time to join us as we build on our legacy and drive the next chapter of growth.
ROLE PURPOSE
The Executive Assistant (EA) to the CEO provides high-level administrative, organisational, and operational support to ensure the CEO can operate effectively and focus on the company's most critical priorities. This role requires strong organisational skills, proficient use of Office 365, and a tech-enabled approach to managing complex schedules, communications, and projects in a dynamic, international setting.
KEY RESPONSIBILITIES & DELIVERABLES
* Provide proactive executive support to the CEO, including calendar management, travel coordination, correspondence, and meeting preparation.
* Manage the flow of information between the CEO, Executive Team, and external stakeholders.
* Coordinate all meetings that involve the CEO, ensuring timely preparation of materials and follow-up actions.
* Draft and edit key communications, presentations, and reports on behalf of the CEO.
* Track and follow up on agreed initiatives and projects, ensuring deadlines and priorities are met.
* Handle confidential information with the utmost professionalism and discretion.
* Anticipate the CEO's needs and act as a right hand, enabling smooth and efficient day-to-day operations.
* Manage expenses, approvals, and administrative workflows efficiently.
* Manage the digitisation of the CEO and his Executive Team.
* Provide administration support such as note-taking and filing.
Core Accountabilities
* Executive Support Efficiency: Ensure the CEO's time is optimised and focused on strategic priorities.
* Information Management: Maintain clear communication channels and information flow across the leadership team.
* Meeting & Event Coordination Plan, prepare, and execute executive meetings with precision and professionalism.
* Confidentiality & Discretion Protect sensitive business information at all times.
* Operational Follow-Through Track key actions, deliverables, and decisions to completion.
* Representation & Communication: Represent the CEO professionally in all internal and external interactions.
REQUIREMENTS
Essential:
* Previous experience supporting a CEO/leadership team in an international/global organisation
* Highly competent in using digital tools (MS 365, Teams, SharePoint, CRM systems) and streamlining workflows digitally.
Desirable
Previous experience in the chemical industry and/or within a founder-led business
Personal Attributes
* Expert at managing multiple priorities and anticipating needs before they arise.
* Maintains absolute confidentiality on all matters relating to the CEO and company strategy.
* Excellent written and verbal communication skills; able to draft high-quality correspondence and presentations.
* Understands the companys priorities, context, and commercial objectives, enabling effective prioritisation and support.
* Operates effectively in high-stakes situations, managing last-minute changes with professionalism.
* Anticipates challenges and resolves issues independently before escalation.
* Builds trust and rapport across senior leadership and external partners; represents the CEOs office with integrity.
* Adjusts quickly to shifting priorities and global time zones; available for occasional out-of-hours coordination.
* Consistently presents a high standard of professionalism and emotional intelligence in every interaction.
BENEFITS
* Competitive Salary & Performance-Related Bonus
* Life Assurance x 4
* Private Healthcare (BUPA)
* Dental Insurance (BUPA)
* Free Gym Membership (via Hussle/IWG)