Prom
EA To CEO
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About Prom
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. 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 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 Microsoft 365, and a technology-enabled approach to managing complex schedules, communications, and projects in a dynamic, international setting.
Experience, Skills & Knowledge
- Previous experience providing direct support to a CEO, founder, or senior executive in an international or multi-site organisation.
- Demonstrable experience managing complex calendars, international travel, meeting preparation, correspondence, and competing priorities.
- Strong written communication skills, with experience drafting and editing executive correspondence, presentations, reports, and briefing materials.
- Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, and SharePoint, with experience improving digital workflows and ways of working.
- Experience coordinating senior leadership meetings and tracking actions, decisions, and deadlines through to completion.
- Proven ability to handle confidential and commercially sensitive information appropriately.
- Strong stakeholder management skills, with experience working confidently across senior leadership teams and with external partners.
- Ability to work across international time zones and provide occasional out-of-hours coordination when required.
- Experience in the chemical or adjacent industry and/or a founder-led business (desirable)
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Personal Attributes
- Highly organised and dependable, with attention to detail and consistent follow-through.
- Proactive and anticipatory, to identify needs, risks, and practical solutions before they become issues.
- Discreet and trustworthy, with sound judgement in sensitive or high-stakes situations.
- Calm, resilient, and adaptable when shift or plans change at short notice.
- Commercially aware, with the judgement to distinguish urgent activity from genuinely important work.
- Confident and professional, with the emotional intelligence to build trust across a wide range of stakeholders.
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 involving 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 trusted right hand, enabling smooth and efficient day-to-day operations.
- Manage expenses, approvals, and administrative workflows efficiently.
- Support the digitisation of the CEO and Executive Team, improving the use of digital tools and workflows.
- Provide administrative support, including note-taking and filing.
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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 with precision and professionalism.
- Confidentiality & Discretion: Protect sensitive business information at times.
- Operational Follow-Through: Track key actions, deliverables, decisions to completion.
- Representation & Communication: Represent the CEO's office professionally in all internal and external interactions.
Benefits
- Competitive salary and performance-bonus.
- Life assurance 4 x salary.
- 25 Days Annual Leave (in addition to holidays)
- Private healthcare and Dental insurance via Bupa.
- Discounted gym membership through Hussle/IWG.
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