Executive Assistant

Job Description

THE PURPOSE OF THE ROLE

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The Executive Assistant (EA) provides highly proactive, strategic and operational support to the Managing Director and Operations Director. The role operates as a central coordination point across the business, ensuring executive time is optimised, priorities are aligned, and key activities are executed seamlessly.

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Beyond traditional administrative support, this EA acts as a trusted partner, gatekeeper and integrator, enabling both directors to focus on strategic leadership, operational execution and external stakeholder engagement.

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The EA will manage complex professional and personal diaries, international travel, meeting cadence and reporting processes, while maintaining professionalism, confidentiality and precision at all times.

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PERSONAL ATTRIBUTES

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The ideal candidate demonstrates exceptional organisation, foresight and judgement, anticipating needs before they arise and ensuring that both Directors are consistently prepared and well-positioned for their commitments.

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They bring a calm, controlled and solutions-focused approach, able to operate at pace across multiple priorities without compromising quality. Highly discreet and trustworthy, they handle sensitive information with integrity and professionalism.

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They are proactive rather than reactive, comfortable making decisions within defined parameters, and confident engaging with senior stakeholders both internally and externally.

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Above all, they demonstrate ownership, initiative, attention to detail, adaptability and a strong service mindset, ensuring both Executive Directors’ weeks run with precision and efficiency.

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ROLE RESPONSIBILITIES

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Executive & Personal Diary Management

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• Full ownership of complex, dynamic diary management for both Directors (diary consolidation will likely be required!)

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• Prioritisation and optimisation of time across strategic, operational and personal commitments

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• Coordination of personal appointments and life administration where required

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• Proactive conflict resolution and forward productivity planning (short, medium and long horizons)

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Travel/Event Planning (Professional & Personal)

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• End-to-end planning of UK and international travel itineraries (flights, accommodation, ground transport, dining, events)

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• Creation of detailed, executive-level itineraries and briefing packs

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• Management of visas, documentation, contingencies and travel optimisation

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• Coordination of personal travel and leisure arrangements

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Meeting & Meeting Room Coordination

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• Scheduling and coordination of all leadership, board and external meetings

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• Ownership of room bookings, technology readiness, hospitality/catering and logistics

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• Ensuring efficiency and preparedness across all meeting environments

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• Liaison with internal and external stakeholders to best-align schedules

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Daily / Weekly Briefings

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• Preparation of daily and weekly briefing packs for both Directors

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• Consolidation of agendas, key documents, actions and priorities

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• Ensuring both Directors are fully briefed, aligned and prepared for all engagements

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• Tracking follow-ups and ensuring actions are completed in a timely manner

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Report Writing & Documentation

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• Drafting, formatting and updating board reports, operational updates and presentations

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• Maintaining consistency across reporting structures and templates

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• Supporting the collation of monthly, quarterly and ad-hoc reporting

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• Producing high-quality documents aligned with executive standards

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Executive Office Coordination

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• Acting as first point of contact / gatekeeper for both Directors

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• Managing inbound communication and prioritising responses

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• Supporting project coordination and cross-functional collaboration

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• Ensuring seamless flow of information across the Leadership Team

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• Managing expense claims, receipt handling and liaison with finance function

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General Responsibilities

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• Maintaining strict confidentiality

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• Supporting ad hoc projects, events and business initiatives

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• Continuous improvement of executive processes, systems and ways of working

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ROLE COMPETENCIES

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The following competencies (Korn Ferry) are seen as critical or important to this role.

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Critical Competencies (7)

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1. Plans & Aligns

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2. Optimises Work Processes

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3. Manages Complexity

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4. Situational Adaptability

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5. Communicates Effectively

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6. Ensures Accountability

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7. Instills Trust

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Important Competencies (10)

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1. Decision Quality

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2. Balances Stakeholders

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3. Collaborates

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4. Directs Work

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5. Resourcefulness

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6. Tech Savvy

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7. Manages Ambiguity

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8. Customer Focus (applied internally to executive stakeholders)

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9. Action Oriented

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10. Interpersonal Savvy

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KEY QUALIFICATIONS & EXPERIENCE

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• Proven experience as an Executive Assistant supporting C-suite or Director-level leaders

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• Demonstrated ability to manage multiple senior stakeholders simultaneously

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• Complex diary and inbox management (Strong experience)

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• International travel coordination

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• Meeting and board-level administration

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• High proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, OneNote, CoPilot)

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• Strong written communication skills with experience in report and presentation preparation

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• Experience working within fast-paced, commercially focused environments counting qualification with some previous experience in a senior role

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