Personal Assistant

About Unmind

Unmind is a workplace mental health platform. We empower employees to live more fulfilling and balanced lives by changing the way organisations around the world think about mental health. We believe that everyone has the right to a healthy mind – because we all have mental health, all of the time – and we’re striving to create a world where mental health is universally understood, nurtured, and celebrated.

Having closed our Series B funding in April 2021, and looking ahead to our Series C, we're excited about the next stage of growth which will enable us to deliver on our mission to improve the mental wellbeing of ten million people in organisations around the world. We’re a fast-growing team with over 200 Unminders across London, Sydney and New York and would love for you to join us as our new Personal Assistant.

Uniting Behind Uniqueness

One of our values is “Unite Behind Uniqueness” based on the belief that humans are endlessly unique and their opportunities are equally important. In order to fulfil our mission, we want our team to represent the diversity of our users which is why we’re committed to building an inclusive workplace where we encourage everyone to bring their whole selves to work. We want to foster a culture where everybody feels included, heard, and equal – regardless of age, disability, gender, neurodiversity, marital or parental status, race, religion or belief, or sexual orientation.

If there are any adjustments we can make that would help improve your experience with Unmind, please do let us know when you apply or email us at [email removed - click apply for more details].

The Role – Personal Assistant

We’re looking for a proactive and organised Personal Assistant to support our Executive team as they lead us in the pursuit of our mission; to create a world where mental health is universally understood, nurtured and celebrated.

This is a 1:3 role providing administrative assistance to three Executives (each requiring different levels of care). You’ll be responsible for streamlining the every day, helping these leaders optimise the way they use their time and ensuring they’re set up for success.

We need someone who can:

• Strategically manage complex, ever-changing calendars:
  • Scheduling internal and external meetings, working across timezones
  • Partnering with the Executives to understand their priorities and managing their schedules accordingly
  • Liaising with key stakeholders (clients, investors, advisors)
  • Managing logistics including meeting locations, catering and making allowances for travel
  • Keeping calendars clean and schedules manageable
  • Remaining flexible and willing to accommodate changes to leadership priorities
• Proactively monitor and assist with Executive priorities and projects
  • Document upcoming speaking engagements, customer and investor relations including prep work and materials
  • Monitor candidates throughout Executive searches, recording stages and feedback
  • Provide admin assistance creating beautifully presented Google Slides and Figma decks
  • Assist with tracking, administration and general organisation using tools like Notion and the Google Suite
• Support and promote productive meetings:
  • Circulating invites, agendas and pre-reads
  • Support the management of inter-company meetings such as All hands
  • Capturing detailed meeting notes including key takeaways and actions
  • Sharing outcomes and ensuring actions are completed
• Carefully manage frequent international travel:
  • Booking transport (chauffeurs, flights, train journeys, car hire) in line with company policy
  • Organising international itineraries including local office visits, client meetings & speaking engagements
  • Always considering existing commitments and personal engagements
• Organise off-sites & team events (both virtual and in-person):
  • Sourcing venues, catering and equipment
  • Preparing agendas in partnership with Executive and Operations teams
  • Managing invites, internal communication and team attendance
  • Working within a pre-determined budget
• Welcome guests and ensure a great visitor experience:
  • Ensuring guest registration and timely greeting
  • Supporting office management - we are in a service managed office so these duties will be a smaller part of the role
  • Offering a warm welcome and refreshments
  • Preparing room set-up and any necessary meeting collateral
• Build and maintain effective working relationships:
  • Confidently communicating with key internal and external stakeholders
  • Leading written and verbal communication with kindness and humility

Requirements

We encourage you to remove education from your CV upon application as qualifications are not a driving factor in our decision making and we are committed to tackling educational inequality. We firmly believe that no one is the finished article and that there should be learning in every role you do. However, some experience in the following is important for this position:

Who you are:

• You’re a self-starter and love to work autonomously
• You’re passionate about supporting and enabling others
• You’re always one step ahead, anticipating the needs of the Executives you support
• You have a proactive mindset and strong belief in personal excellence to ensure everything runs smoothly and is planned in advance
• You’re organised and able to juggle multiple responsibilities with unwavering attention to detail, with an emphasis on accuracy, quality, timeliness, follow-through and a sense of urgency
• You have excellent communication skills and can match your communication style to the specifics of the situation, and audience
• You’re excellent at building relationships and leveraging these for better outcomes
• You use your initiative and sound judgement to make decisions in a rapidly changing environment with competing priorities
• You act with total discretion and can be trusted with confidential and/or sensitive matters
• You’re passionate about mental health, tech-for-good, and generally improving people’s lives
• You’re comfortable working in an environment of rapid growth, constant change, and lots of unknowns

Your previous experience:

• You have 3+ years of experience as an Administrative Business Partner, PA, or similar role, in a high-growth company, ideally supporting senior/C-suite leaders
• You have 1+ years of experience working with small or large technology companies, ideally in a SaaS environment
• You’re proficient in using Google Suite and other collaboration tools, such as Slack and Notion

Benefits

At Unmind we believe in having a whole-person approach and we hope that our benefits enhance the lives of Unminders, helping them be happy, healthy and fulfilled. You can see the full details of our benefits on our careers page, but they include:

• Private Medical Insurance for you and your family
• Unmind Equity scheme
• 25 days annual leave plus your birthday day off and celebration days
• Flexible working, including flexible use of Public Holidays
• Summer Fridays
• £1,000 annual learning budget with 2 days learning leave
• Monthly ClassPass Subscription
• Dog-friendly workplace

We believe our interview process should be inclusive and transparent. Find out what to expect and more about our commitment to diversity on our candidate FAQs page here: tinyurl.com/bd8xsnrj