The Role
We’re looking for an exceptional Executive Assistant (EA) to support our Group CEO and Board at Smartbox - a global assistive technology business with operations across seven countries.
This is a senior EA role with genuine breadth. You’ll manage the administration, logistics and information flows that keep Group leadership running effectively - from complex diary and travel management, to building polished Board presentations, supporting reporting cycles, coordinating internal events, and running our Bristol office. You’ll be trusted with sensitive information, expected to stay one step ahead, and given real visibility into how a fast-growing international business operates at the top level.
The role matters beyond its outputs. Smartbox’s technology gives people with complex communication needs a way to express themselves and live more independently. The smoother the leadership team operates, the more effectively the business can pursue that mission.
What You’ll Be Doing
Board & Executive Support
• Manage complex diaries and scheduling for Group Board members, anticipating conflicts and resolving them proactively.
• Prepare meeting agendas, coordinate papers, take minutes, and ensure Board members are briefed and prepared for all engagements.
• Manage information flow accurately and on time across the Group Board and Exec teams.
• Arrange travel, accommodation and logistics for Group Board members.
• Liaise with internal and external stakeholders to ensure seamless communication and follow-through on actions.
Reporting & Presentations
• Build high-quality PowerPoint presentations for the Group Board, including board packs, investor updates, all-hands materials and exec-level communications, well-written, well-designed and on-brand.
• Support reporting cycles by consolidating inputs from across the Group, sense-checking data, and helping produce clear, accurate reports and summaries.
• Undertake research and produce ad-hoc reports as required.
Events & Communications
• Plan, coordinate and deliver internal events, from company-wide gatherings to team offsites, sometimes leading end-to-end and sometimes supporting senior stakeholders, taking ownership of logistics, communications and delivery.
• Collaborate with the Marketing and Communications team on Group-wide communications.
Office, Operations and Facilities Coordination
• Coordinate day-to-day operation of the Bristol office.
• Act as the primary point of coordination for office facilities and workplace issues.
• Maintain visibility of office attendance and occupancy trends.
• Coordinate maintenance activities and contractor visits.
• Liaise with building management and service providers.
• Support workplace audits, inspections and compliance activities.
• Ensure office environments remain professional, safe and welcoming.
Health, Safety & Compliance Support
• Support the Facilities & H&S Manager in coordinating office compliance activities.
• Maintain records relating to first aiders, fire marshals and workplace compliance requirements.
• Coordinate training, communications and awareness activities where required.
• Support emergency preparedness and workplace safety initiatives.
• Assist with monitoring completion of facilities and compliance actions.
Organisational Responsibilities
• Uphold and actively support Smartbox's Quality Management System (QMS), contributing to continuous quality improvement, regulatory compliance and operational excellence.
• Support the company’s sustainability goals through responsible working practices and consideration of environmental impacts in our day-to-day activities.
• Actively support Smartbox’s purpose of empowering people with disabilities through assistive technology, ensuring that all work contributes to improving user experience and accessibility.
• Handle personal and sensitive information in line with company policies, GDPR, HIPAA and data protection regulations.
• Follow all health and safety policies and promote a safe, inclusive, and respectful workplace for team members and customers.
• Maintain high standards of conduct, professionalism, and integrity in all internal and external interactions.
• Contribute to an inclusive culture that values every individual’s contribution and upholds equality and respect.
You will also be asked to perform other duties on an ad-hoc basis and will need a proactive attitude to this.
Key Outcomes
• Executive leadership operates efficiently and effectively.
• Board and Executive meetings are well organised and professionally supported.
• Reporting and presentation materials are accurate and timely.
• Office facilities and workplace issues are proactively coordinated.
• Appropriate visibility of office occupancy and attendance is maintained.
• Compliance-related activities are coordinated effectively.
• Internal events and communications are delivered successfully.
• Actions are tracked and completed in a timely manner.
Performance Measures
Executive Support
• Meeting and action management effectiveness
• Stakeholder satisfaction
• Accuracy and timeliness of Board support
Reporting & Administration
• Quality of presentations and reports
• Reporting cycle adherence
• Accuracy of information and documentation
Office Operations
• Resolution of office issues
• Contractor and facilities coordination
• Workplace standards and audit readiness
Compliance & Coordination
• Visibility of office attendance
• First aider and fire marshal coverage
• Completion of facilities and compliance actions
Why this role matters
The smoother Smartbox leadership operates, the more effectively the organisation can deliver on its mission. This role enables executive effectiveness while helping ensure that employees, visitors, and stakeholders experience a professional, safe, well-managed, and efficient working environment.
The role sits at the centre of communication, coordination, and operational
effectiveness across the business.
What We’re Looking For:
Essential Skills/Attributes
• Proven experience as an Executive Assistant, PA or similar role supporting senior leadership.
• Excellent MS Office skills, with particular strength in PowerPoint - able to build clear, compelling, professionally designed presentations independently.
• Strong reporting skills, comfortable working with data, consolidating inputs and presenting information accurately.
• Outstanding organisational and time management skills, with a natural tendency to plan ahead and anticipate problems.
• Strong personal initiative - identifies what needs doing without being asked and acts on it.
• Comfortable using AI tools to improve efficiency and output quality, whether for drafting, research, summarising or presentation work.
• Experience organising or coordinating internal events.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Discretion and sound judgement in handling confidential information.
• Ability to manage competing deadlines and priorities.
• Strong interpersonal skills and ability to build relationships across a dispersed, multi-country group.
Additional Information
• We work in a hybrid way, so you’ll have the flexibility to split your time between home and our Malvern or Bristol offices. You’ll need to be in the Bristol office at least three days a week to stay connected with the team and collaborate in person.
• You will gain in-depth knowledge of our products and see first-hand the impact they have on empowering people every day.
• You will have the opportunity to collaborate with teams across the business and contribute to shared goals.
Benefits
• 25 days holiday plus public holidays.
• Private Medical Insurance.
• Group Life Assurance and Income Protection.
• Company Pension.
• Flexible working.
• Cycle scheme and EV car scheme (after 1 year’s service).
• Corporate gym membership discount.
• Wellbeing app (Yulife) with store discounts and wellbeing services.
• Annual Charity Day.
• Long Service Award.
• Training and development opportunities.
• Complimentary theatre and cinema tickets (Malvern Theatres).
• Office snacks and regular social events.
How to apply
We welcome applications from all communities and those from diverse backgrounds and groups. Please outline your experience and ability to excel in this role within your cover letter.
Diversity and Inclusion
We are proud to be a Disability Confident Employer and one of the sponsors for Purple Tuesday- the #1 brand working to improve the experiences of disabled people as customers 365 days a year. We are fully committed to the employment and career development of disabled people. To ensure everyone has an equal chance, we’re always willing to make reasonable adjustments to the recruitment process. Should you require further assistance or require any reasonable adjustments to be put in place to better support your application process, please do not hesitate to contact us via email: [email protected] or call 01684213075.
Corporate Responsibility
At our company, we are driven by a passion for making a positive impact on society, minimising our environmental footprint, and meeting the needs of our stakeholders. We have been actively working towards becoming B-Corp certified, aligning ourselves with a global movement dedicated to eradicating poverty, protecting the planet, and fostering lasting prosperity for all. To learn more about our commitment to sustainability, please visit this link: Corporate Responsibility and Sustainability.