Executive Assistant

About us

Founded in 2008, CitNOW is an innovative, enterprise-level software product suite that allows automotive dealerships globally to sell more vehicles and parts more profitably. CitNOW’s app-based platform provides a secure, brand-compliant solution for dealers to build trust, transparency and long-lasting relationships.

CitNOW Group was formed in 2021 to unite a portfolio of 12 global software companies leveraging innovation to aid retailers and manufacturers in delivering an outstanding customer experience. We have over 300 employees worldwide who all contribute to our vision to provide market-leading automotive solutions to drive efficiencies, seamlessly transforming every customer moment.

The CitNOW Group is no ordinary technology company, we live a series of One Team values and this guiding principle forms the foundation of CitNOW Group’s award winning, collaborative and inclusive culture.

About the role

The Executive Assistant supports the CEO and ExCo Team with calendar management, meeting coordination, travel, and confidential administrative support, while tracking actions through to completion. Beyond executive support, the role leads the planning and delivery of key internal events, including all-hands, offsites, and conferences, ensuring seamless execution and strong employee engagement. Partnering with the People Team, they deliver a calendar of events that supports the company’s operating rhythm and culture.

We’re looking for a proactive, adaptable individual who thrives on variety, takes initiative and is passionate about making a difference. You’ll join a trusted, collaborative team in an environment that encourages growth and progression, whilst keeping work rewarding and fun.

This role can be based remotely in the UK, or at our offices in Wokingham.

Key responsibilities include:Core EA responsibilities

• Provide administrative support to the CEO and wider ExCo Team, coordinating meetings, calendar management and meeting preparation
• Collate the monthly ExCo and SLT packs ensuring information is received and distributed in a timely manner with a high attention to detail
• Capturing weekly and monthly ExCo and SLT meeting minutes, tracking actions through to completion
• Coordinate domestic and international travel arrangements including air, hotel, transportation and itineraries
• Maintain confidentiality and discretion in handling sensitive information

Internal events & operating rhythm

• Own the planning and execution of monthly company all hands meetings, including an engaging webinar agenda, coordination of speaker slots, and diary invites
• Arrange monthly ExCo in person meetings and bi-annual SLT offsites, alongside other internal events that support effective communication and engagement
• Track and improve event effectiveness through feedback surveys and engagement metrics
• Act as a key stakeholder in the organisation of the bi-annual employee conference, coordinating global travel and a memorable event

Engagement and communication

• Working closely with the People Team to drive an engaging One Team events calendar, recognising and celebrating key internal moments and external events
• Supporting key leadership team members with the organisation of team townhalls and moments of engagement with their team
• Assisting in the arrangement of quarterly team offsites, meeting room bookings and agenda distribution

We're looking for:

• Proven ability to manage calendars, meetings, and travel logistics with precision and discretion
• Strong organisation and time‑management skills, able to juggle multiple priorities under pressure
• Excellent written and verbal communication, with confidence in preparing reports, presentations, and minutes
• High attention to detail and accuracy in handling sensitive information and executive materials
• Event planning expertise, from all‑hands meetings to offsites and conferences, ensuring seamless delivery
• Collaborative mindset with the ability to build strong relationships across leadership and teams
• Proficient in MS Office and Teams and PowerPoint
• Self‑starter with motivation, creativity, and initiative to anticipate needs and generate new ideas

In addition to a competitive salary, our benefits package is second to none. Employee wellbeing is at the heart of our people strategy, with a number of innovative wellness initiatives such as flexi-time, where employees can vary their start and finish times within our core business hours and/or extend their lunch break by up to 2 hours per day. Employees also benefit from an additional two half days paid leave per year to focus on their personal wellbeing.

We recognise the development of our people is vital to the ongoing success of the business and proudly promote a culture of continuous learning and improvement, along with opportunities to develop and progress a successful career with us.

The CitNOW Group is an equal opportunities employer that celebrates diversity across our international teams. We are passionate about creating an inclusive workplace where everyone’s individuality is valued.

View our candidate privacy policy here - CitNOW-Group-Candidate-Privacy-Policy.pdf (citnowgroup.com)