Executive Assistant [Analyst] to CEO

WhereIsMyTransport Ltd

London | Full-Time

See all WhereIsMyTransport Ltd jobs →

At WhereIsMyTransport, we’re building the definitive digital solution for sustainable urban mobility in emerging markets; improving the passenger experience for the hundreds of millions of riders who use informal and formal public transport every day, and who don’t have access to the information they need because it simply doesn’t exist. We collect and digitalise mobility data, and through our integrated mobility data platform, we help NGOs, DFIs, and the largest cities in these markets to make better investments and better decisions, so that everyone everywhere can get where they want to go.

About the Role

Are you curious, organized and energetic? An analytical problem solver and someone who is also an extremely fast learner and can pick up from watching and participating rather than being taught?

If you are looking to enter the world of entrepreneurship, this is a unique opportunity to join a growing business in its scale-up phase.

As our WhereIsMyTransport team expands and we enter new markets around the world, we are looking for an energetic, detail-oriented, analytical and entrepreneurial minded Executive Assistant to the CEO to support WhereIsMyTransports’ business development and key partnership activity globally.

This role is likely to suit someone looking to learn from exposure to a fast-growth business at the highest level, a recent graduate who is ready for a challenge and looking to accelerate their career or those interested in pursuing a career as an executive assistant. You will be excited by challenge and want to be part of something world-changing.

Working in assisting the CEO will provide you with a deep understanding of the business, giving you insight and exposure to external organizations at the highest level – from fundraising to deal closing, working with large global brands, organisations such as the World Bank, and national governments.

You will be building a partnership, so trustworthiness and discretion are key for this position. You will posses courteous persistence and excellent communication skills. You will be reliable, adaptable, independent and exercise good judgement in the face of fast-paced, diverse tasks and requirements.

Your responsibilities will include:

  • managing a complex diary schedule across different time zones

  • assisting the CEO with secretarial/admin tasks including typing up notes and presentations

  • potentially managing emails and flagging any that need urgent attention

  • drafting emails to clients and investors

  • creation and presentation of resources to enable fundraising and business development

  • managing high-level meetings follow-up process

  • preparing reporting materials, including data visualisation

  • handling requests and speaking engagements

  • ensuring the smooth and efficient running of the CEO’s diary, ensuring that he is where he should be and on time, and always looking ahead to make sure he is prepped with the correct information and material in advance of any meetings; this may include preparing people or company profile or conducting desk based market research

  • when needed, undertake research to help support informed decision making

  • organising complex travel arrangements (including visas where appropriate) and preparing detailed itineraries

  • dealing with expenses in a timely fashion

  • anticipating the CEO’s needs – constantly forward planning and prepping logistics, information, material and people in advance of schedule

  • gatekeeping and prioritising for and with the CEO

  • maintaining a good working understanding and relationships with key partnerships and contacts as it pertains to the office of the CEO, business and corporate development. Liaise with potential and current clients.

  • help manage CEO’s life - he travels a lot and would like to partner with someone to just help him getting things done; some experience and interest in liaising with professional services is a benefit

You will be:

  • someone who likes to have fun and works hard

  • extremely tech-savvy, with a keen interest in WhereIsMyTransport

  • an analytical thinker and a problem solver

  • trustworthy and confident managing upward

  • effective, versatile and action-oriented

  • entrepreneurial and efficient with limited resources

  • grounded and mature (this has nothing to do with your age)

  • an exceptionally strong written communicator – you must have an eye for detail and accuracy

  • able to make resources of a very high standard, such as beautiful slide decks, in short periods of time

  • an extremely fast learner who can pick up from watching and participating rather than being taught

  • flexible, and excellent at adapting your behaviour to different situations – from high-level relationship management to administrative work – and cultural contexts

  • ambitious and interested in building a long-term career with us

  • a team-player, motivated by working with a close-knit team and supporting colleagues in their work to drive the business forward; able to work strategically and collaboratively across departments

  • highly organised, able to juggle a large workload and prioritise effectively

  • incredibly proactive and intuitive, able to learn quickly to anticipate needs and understand what needs to be done without being told

  • accurate and diligent, learning quickly from mistakes

  • excellent at juggling conflicting needs, priorities and managing a complex workload

You will have:

  • exceptionally strong organisational skills

  • a sharp mind and desire to learn

  • excellent communication skills, being able to interact with external and internal colleagues and manage stakeholder relationships inside and outside of the business

  • exemplary planning and time-management skills

  • discretion and diplomacy

  • patience, tenacity and flexibility, with a calm and “unflappable” nature

  • self-initiative – solution driven and able to think quickly on your feet

  • a “can-do” attitude; able to work at pace and turn your hand to new things

Bonus points if you:

  • speak additional languages

  • can start immediately

Perks and Benefits:

  • Great offices in Shoreditch

  • Team in London and Cape Town

  • The tech you need to get the job done


If this sounds like you, we want to hear from you! Please apply with your CV, an exceptional cover letter and include answers to the following three questions (max 100 words each) via https://whereismytransport.mytribehr.com/careers/view/57.

1. Why this role and why WhereIsMyTransport?

2. Collaborating and managing up; how do you effectively combine the two?

3. The CEO is facing a challenge and has a lack of both information and time. He needs to move quickly. What do you do?

Come meet us prepared to talk about your experience in related roles, and to tell your favourite stories of the work you have done and the impact you are proud to have made. We really want to know what gets you excited - the sort of work you'd like to be doing now, and in future.

We are big fans of intellectual agility and curiosity, and - across the team - we insist on the highest quality of thinking and attention to detail. Come prepared to show us how you measure up.

Please note: If you have not received any feedback within two weeks of the closing date, you have unfortunately not been successful in your application.