Executive Assistant

Job Description

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About Kayana

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Kayana is one of the fastest-growing companies, empowering small and medium-sized businesses with cutting-edge technology to compete with larger enterprises in the ordering and payments space. As a disruptive force in the industry, we provide everything from essential point-of-sale systems to advanced solutions like self-service kiosks, online ordering, payments, and AI-powered solutions, enabling brands to scale and succeed.

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Our mission is simple: to help businesses thrive through innovative technology. With operations across the USA, UK, Europe, Australia, and the Middle East, Kayana is proud to foster an inclusive, dynamic, and high-performance culture.

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As an AI-centric technology company, we actively embrace AI and automation to improve how we work, increase productivity, and help our teams operate more efficiently.

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Every employee is supported with opportunities for professional growth and development while being trusted to take ownership and make a meaningful impact.

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Important Work Arrangement Note

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This is a full-time, office-based role. The successful candidate will work closely with the CEO and senior management and must be comfortable supporting a fast-paced and dynamic business environment.

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Due to the nature of this role, a high level of flexibility, responsiveness, professionalism, and confidentiality is required.

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About You

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Do you have strong administration and organisational experience? Are you proactive, detail-oriented, and comfortable managing multiple priorities?

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Kayana is seeking a highly organised and professional Executive Assistant to join our team.

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Reporting directly to the CEO and senior management, you will play a key role in ensuring the smooth day-to-day running of the office and supporting senior leadership with administrative, organisational, research, and operational requirements.

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This is a varied role for someone who enjoys taking ownership, solving problems, staying one step ahead, and ensuring that important tasks are completed efficiently.

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The ideal candidate will be highly organised, comfortable working independently, and capable of handling confidential information with professionalism and discretion.

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Key Responsibilities

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• Manage and coordinate the CEO's calendar, appointments, meetings, and schedules.

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• Schedule internal and external meetings and ensure all relevant information and materials are prepared in advance.

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• Provide direct administrative and organisational support to the CEO and senior management.

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• Conduct research, including acquisitions research, market research, company research, and other projects as required.

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• Prepare presentations, reports, documents, meeting materials, and other business communications.

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• Support the CEO with ad hoc tasks, projects, and business requirements.

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• Manage general office administration and ensure the office operates efficiently.

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• Prepare, organise, maintain, and manage business documents and records.

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• Coordinate with internal teams and external stakeholders on behalf of senior management where required.

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• Support property and office management requirements.

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• Ensure authorised employees have appropriate access to the office or building.

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• Coordinate visitor access and ensure visitors are appropriately checked in.

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• Track office inventory and maintain records of equipment and supplies.

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• Ensure office supplies and other required items are ordered and available when needed.

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• Identify administrative or operational issues and proactively take steps to resolve them.

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• Use AI tools and automation to improve administrative workflows, research, documentation, and productivity.

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• Maintain strict confidentiality when handling sensitive business, employee, financial, and management information.

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What We're Looking For

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• Minimum 2+ years of experience in administration, executive support, office management, or a similar role.

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• Previous experience supporting senior management or executives is highly preferred.

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• Strong organisational, planning, and time-management skills.

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• Excellent written and verbal communication skills.

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• Ability to manage multiple tasks and priorities in a fast-paced environment.

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• Strong attention to detail and ability to work independently.

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• Proactive problem-solving skills and a willingness to take ownership of tasks.

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• High level of professionalism and discretion.

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• Ability to handle confidential and sensitive information appropriately.

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• Proficiency with Google Workspace, including Google Docs, Sheets, Slides, and Calendar.

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• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

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• Experience using Canva to create presentations and business materials.

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• Comfortable using AI tools to support research, productivity, writing, organisation, and workflow automation.

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• Strong computer and digital administration skills.

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Why Join Us?

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At Kayana, you will be part of a fast-growing global technology company where your work will have a direct and visible impact on the business.

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We offer:

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• Direct exposure to the CEO and senior leadership.

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• The opportunity to work on a wide range of business, operational, research, and strategic projects.

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• Opportunities to develop skills in executive support, business operations, research, and AI-powered productivity.

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• A fast-paced, supportive, and high-performance working environment.

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• Clear opportunities for professional growth and career development.

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• The opportunity to work with innovative technology and an AI-centric global company.

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Salary

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£30,000 – £36,000 per annum, depending on experience and suitability for the role.

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