Executive Assistant

About Marshmallow

We started Marshmallow when we found out how unfair insurance prices are for people who move to the UK. All because the industry hasn’t given this huge cohort of people a second’s thought, and isn’t set up to price them properly.

We saw an opportunity to do things differently, so we made it our mission to back the ones who step outside the norm. Since we started, we’ve helped 100,000s of people get a fairer deal on their car insurance. Using technology, we serve people that are often overlooked by financial services companies, solving important problems for people who need it most.

We know there are millions of marginalised customers out there. And we know that they face unique problems that most companies aren’t even aware of. We believe that our future is helping these people by learning about their experiences, and building our company around their needs. And there are strong signs that there’s a need for a company like us. Earlier this year we hit profitability, which is a huge milestone, but the most exciting thing is that we’re only just getting started.

How we work

We’re really proud of the culture we’ve created. We push for progress every day, because we know that we’ll only hit big milestones by taking lots of smaller steps. We’re always open to helping our team mates, sharing our ideas, experience and knowledge to solve problems together. We take risks, think creatively and experiment relentlessly to meet our customer’s needs, and never pass blame when things go wrong. We encourage people at all levels to take ownership of their work, and to be bold in challenging how we do things. Everyone has a voice and the opportunity to make an impact.

And autonomy and ownership are only possible with clear direction. That’s why we collaborate to do in-depth planning twice a year, and make sure we leave with clear goals and objectives that flow from top to bottom. To make sure we’re as aligned as possible across functions, most of our work rolls up into four tribes; Acquisition, Retention, Claims and Pricing, Underwriting & Fraud. Each tribe has multiple teams embedded in it, working cross-functionally to do great work.

We’re so excited for all of the challenges up ahead, and we need more people to help us tackle them!

The Executive Support Team

We’re looking for an Executive Assistant to support three members of our C-Suite by aiding in scheduling, planning events and keeping everything running smoothly. Reporting directly to one of the C-Suite executives, you will also be key in coordinating board-level operations and meetings.

What you’ll be doing

• Diary and Schedule Management: Take full ownership of complex and dynamic calendars, acting as a gatekeeper to prioritise and streamline scheduling demands
• Email and Communication Support: Manage executive email inboxes, flag critical items and ensure timely follow-ups and responses
• Board Meeting Coordination: Prepare and distribute agendas, board packs, and supporting documents ahead of meetings. Attend board meetings to take precise minutes, document key decisions, track action items, circulate meeting minutes, and ensure follow-up actions are completed within agreed-upon timelines
• Event and Meeting Planning: Organise logistics for onsite and offsite meetings, including catering, travel arrangements, and venue setup for regular team-wide and executive events
• Travel and Expense Administration: Manage national and international travel arrangements and ensure accurate and timely processing of expenses
• Document Preparation: Create, format, and edit high-quality documents, reports, and presentation decks tailored for executive and board-level audiences

Who you are

• A seasoned professional with extensive experience in executive-level diary management, prioritisation, and communication
• Adaptable and resourceful, thriving in a fast-paced, high-pressure environment with a proactive approach to problem-solving
• A trusted partner with exceptional organisational skills and a strong eye for detail, particularly in handling sensitive and confidential matters
• Positive and approachable, with a warm and professional demeanour that inspires confidence and collaboration
• Discreet and dependable, capable of managing high-level information with integrity and tact

What we're looking for from you

• Previous experience as an Executive Assistant. You will have experience in coordinating multiple administrative tasks involving C-Suite support
• Expertise managing board meeting logistics, from agenda preparation to minute-taking and action-tracking
• Strong interpersonal skills to engage effectively with stakeholders at all levels, including senior executives and board members
• Ability to work sensitively and challenge stakeholders when necessary
• An excellent communicator who is fluent in written and spoken English
• Someone highly coordinated who knows how to get things done and thrives in a busy environment where no two days are the same
• Knowledge of G-Suite and working experience with Macs

Perks of the job

• Flexible working - Spend 3 days per week with your team in our new collaborative London office
• Competitive bonus scheme - designed to reward and recognise high performance 🌟
• Flexible benefits budget - £50 per month to spend on a Ben Mastercard meaning you get your own benefits budget to spend on things you want. Whether that’s subscriptions, night classes (puppy yoga, anyone?), the big shop or a forest of houseplants. Pretty much anything goes 💰
• Sabbatical Leave - Get a 4-week fully paid sabbatical after being with us for 4 years 🏝️
• Work From Anywhere - 4 weeks work from anywhere to use, with no need to come to the office 🛫
• Mental wellbeing support – Access therapy and mental health sessions through Oliva 💚
• Learning and development – Personal budgets for books and training courses to help you grow in your role. Plus 2 days a year - on us! - to further your skillset 🤓
• Private health care - Enjoy all the benefits Vitality has to offer, including reduced gym memberships and discounts on smartwatches 🏥
• Medical cash plan - To help you with the costs of dental, optical and physio (plus more!)
• Tech scheme - Get the latest tech for less 🖥

Plus all the rest; 33 days holiday (including bank holidays), pension, cycle to work scheme, monthly team socials and company-wide socials every month!

Our Process

We break it up into a few stages:

• A short video/written task completed via our video interviewing platform - Willo
• Initial call with Sophie Tucker, our Talent Acquisition Specialist (15-20 mins)
• Technical interview with Rhiannon Padmore, EA to CEOs, where you will discuss your technical experience in more detail (45 mins)
• A culture interview to check that your work style fits our processes and values with one of our C-Suite Executives (60 mins)
• A coffee chat with the stakeholders you'll be supporting (40-60 mins in person if possible)

We’ll let you know if you’re invited to an interview or not. But, as a small team with a lot of applications to consider, we can’t give personal feedback on each application.

Background checks

To meet our regulatory obligations as an FCA-authorised financial services company, we need to do some background checks on all new hires. That means carrying out a DBS check and making sure you don't have any live criminal proceedings. Feel free to ask our Talent Acquisition team if you have any questions about this!

Everyone belongs at Marshmallow

At Marshmallow, we want to hire people from all walks of life with the passion and skills needed to help us achieve our company mission. To do that, we're committed to hiring without judgement, prejudice or bias.

We encourage everyone to apply for our open roles. Gender identity, race, ethnicity, sexual orientation, age or background does not affect how we process job applications.

We're working hard to build an inclusive culture that empowers our people to do their best work, have fun and feel that they belong.