Executive Assistant, EMEIA (Remote from UK)

Description

Position at eXp UK

Executive Assistant, EMEIA

We are one of the first all-remote companies with 2,000+ team members utilizing our virtual office called eXp World. This role is work-from-anywhere in the UK, ideally located in London or the South East of England. This location provides easy access to events across the UK and proximity to key international travel hubs, including Luton and Heathrow airports.

Who is eXp?

Doing the audacious is part of eXp Realty’s DNA. We are a company that rewards creative minds who can offer bold solutions, where opinions matter, anything is possible, and the outcome can be revolutionary. As a global full-service real estate brokerage utilizing a 3-D, fully immersive, cloud office environment, offering 24/7 access to collaborative tools & training, eXp has broken the traditional mold of real estate. We are doing big things.

Come join us at eXp Realty – an 8x Glassdoor Best Places to Work organization!

What You Will Do:

The Executive Assistant (EA), EMEIA plays a critical role in supporting the Regional Director (RD) and leadership team by managing schedules, coordinating operations, and driving efficiency across the region. As a trusted partner, the EA ensures seamless communication, event coordination, and reporting while proactively identifying opportunities to enhance processes and streamline workflows.

Additionally, this role involves social media management, video content creation, and event documentation to enhance the RD’s and leadership team’s visibility. The EA will travel to key events across the UK and internationally, capturing and sharing content in real time to showcase leadership initiatives and company culture.

This role requires exceptional organizational skills, cultural awareness, creativity, and the ability to operate effectively in a fast-paced, cross-border environment.

Key Responsibilities:

Regional Director Support

• Manage the RD’s complex calendar, scheduling meetings, appointments, and travel across multiple time zones.
• Prepare meeting agendas, capture minutes, and ensure follow-up actions are tracked and completed.
• Act as a primary contact for the RD, prioritizing and managing communications (emails, calls, and correspondence).
• Create presentations, reports, and documents to support strategic initiatives.
• Assist in monitoring projects and ensuring timely progress toward regional goals.
• Manage the RD’s social media presence, crafting and posting content that reflects leadership insights and company culture.

Leadership Team Coordination

• Provide administrative support to the EMEIA leadership team, including meeting scheduling, travel coordination, and document preparation.
• Facilitate communication and collaboration among leadership members to align on regional priorities.
• Assist in organizing leadership events, strategy sessions, and workshops.
• Serve as a central point of contact for operational tasks across the leadership team.
• Support leadership team members in maintaining a professional and engaging presence on social media.

Operational and Administrative Excellence

• Organize and maintain regional records, files, and documentation.
• Use tools like Coda to create, update, and manage workflows efficiently.
• Track and reconcile expenses for the RD and leadership team, ensuring compliance with company policies.
• Support onboarding processes for new leadership team members, ensuring smooth transitions.

Travel, Event Coordination, and Content Creation

• Plan and manage travel logistics for the RD and leadership team, including flights, accommodations, and itineraries.
• Accompany the RD to key events across the UK and internationally, capturing and documenting event highlights through photos and videos.
• Coordinate regional events, ensuring all logistical details are executed seamlessly.
• Provide on-site or virtual support during events to ensure smooth operations.
• Record and edit video content at leadership events, industry conferences, and company roadshows.
• Create engaging social media posts, event recaps, and leadership insights for external and internal audiences.
• Post real-time updates from events to increase visibility and engagement on social media platforms.
• Collaborate with marketing teams to align event content with the broader eXp brand strategy.

Reporting and Data Management

• Compile, analyze, and summarize data from regional teams to create actionable insights for leadership decision-making.
• Track and report on the progress of regional initiatives, KPIs, and goals, providing timely updates.
• Develop and maintain dashboards or reporting tools to monitor regional performance metrics.
• Analyze social media engagement and performance of leadership content, providing insights for optimization.

Cross-Regional Collaboration

• Facilitate communication and coordination across EMEIA countries to ensure alignment on global and regional priorities.
• Collaborate with other global regions and departments to align initiatives with eXp’s overarching goals.
• Demonstrate cultural sensitivity and adapt communication styles to support a diverse, multinational audience.

Process Optimization

• Identify opportunities to improve administrative processes, workflows, and systems to enhance operational efficiency.
• Develop templates, tools, and best practices for reporting, meeting planning, and documentation.
• Stay informed about emerging tools and technologies to drive process innovation.
• Performance Metrics for Success:
• Leadership Efficiency: RD and leadership team’s time is optimized, allowing them to focus on strategic priorities.
• Social Media Growth: Increased engagement and visibility of RD and leadership team’s social media presence.
• Event Impact: High-quality content is captured and posted promptly, enhancing brand awareness.
• Operational Excellence: Seamless coordination of schedules, travel, and executive communications.
• Stakeholder Satisfaction: Positive feedback from leadership and regional teams on responsiveness and support.

What Success Looks Like in This Role:

• The RD and leadership team operate efficiently, with seamless scheduling, travel, and communication.
• Administrative processes and workflows are optimized to save time and enhance productivity.
• Regional events and initiatives are executed flawlessly, with high levels of engagement and positive feedback.
• Leadership’s social media presence is consistently active, with increased engagement and visibility for key events, company culture, and industry insights.
• Real-time content from events enhances eXp’s brand reputation and strengthens connections with agents and stakeholders.
• Agents and stakeholders feel more connected to leadership through timely and relevant updates.

How You Will Grab Our Attention:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar support role.
• Strong experience in social media management, video recording, and editing (Adobe Premiere Pro, Canva, or similar tools preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Slack, Coda).
• Background in event coordination and logistics is a plus.
• Flexibility to travel internationally to attend and document events as needed.
• Strong cultural awareness to tailor content and communication styles for a multinational audience.

Preferred Qualifications:

• Experience working in a multinational environment, particularly in EMEIA markets.
• Familiarity with cultural nuances and business practices across EMEIA.

What eXp UK provides: 

• Monthly technology allowance via payroll
• Company supplied equipment; laptop, monitor, headset
• One-time new hire stock option grant
• Fully remote environment
• Free Calm app
• Amazing company culture

Working Conditions:

Remote Location: This position allows you to work from any location with a stable internet connection within the UK. You will need to provide your own suitable workspace and internet access. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analysing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. 

Work Hours: While there is flexibility in work hours, you will be expected to maintain regular availability during designated core hours for collaboration, meetings, and communication with the team. Outside of core hours, you can schedule your work to accommodate personal commitments or preferences, as long as it does not compromise project deadlines or team collaboration.

Equipment and Expenses: You will be responsible for maintaining a company computer, internet connection, and other necessary equipment. Any work-related expenses will be discussed and agreed upon in advance with the company.

Company Meetings: Occasionally, you may be required to attend in-person meetings or training sessions at the company’s headquarters or other designated locations. Prior notice will be provided, and any associated expenses will be covered by the company. 

Note: The above working conditions are subject to change based on company policies and the nature of specific projects or assignments. Any modifications or updates will be communicated in a timely manner.

eXp Realty and its affiliated companies are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability or any other characteristic protected by law. 

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