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Executive Assistant
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Executive Assistant to COO at Luxury Travel Company
This is an exciting opportunity to join a growing, entrepreneurial business as Executive Assistant to the Chief Operating Officer.
About the Role
Sitting at the heart of the organisation, you will play a pivotal role in ensuring the smooth running of the executive office, providing exceptional support to the COO while also assisting the CEO where required. This is far more than a traditional diary management role. We are looking for someone who enjoys variety, thrives on organisation and takes genuine ownership of their work. You will become a trusted partner to the leadership team, helping to keep projects moving, meetings running efficiently and the business operating seamlessly. If you are proactive, highly organised and enjoy working in a fast-paced, collaborative environment where no two days are the same, this could be the perfect next step.
Responsibilities
Executive Support
- Manage the COO's busy diary, ensuring time is prioritised effectively.
- Coordinate meetings, prepare agendas, papers and supporting documentation.
- Record actions and decisions, ensuring follow-up and completion.
- Manage correspondence and administrative requests with professionalism and discretion.
- Arrange domestic and international travel, accommodation and itineraries.
- Carry out research and prepare briefing documents for meetings and projects.
- Anticipate upcoming requirements and proactively resolve issues before they arise.
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Executive Office Support
- Provide diary and administrative support to the CEO as required.
- Help coordinate communication and priorities across the executive leadership team.
- Support the smooth running of the executive office, ensuring deadlines and actions remain on track.
Leadership Reporting & Governance
- Coordinate the monthly leadership reporting process.
- Collect and compile reports, presentations and board papers into clear, professional formats.
- Maintain annual calendars covering leadership meetings, governance requirements and key business deadlines.
- Track actions and follow up with stakeholders to ensure timely completion.
- Maintain organised records of meeting papers and company documentation.
Business & Office Coordination
- Coordinate insurance renewals and liaise with external advisers and brokers.
- Support governance and compliance administration, maintaining records and monitoring key deadlines.
- Take ownership of the day-to-day organisation of the office, ensuring it remains welcoming, well-stocked and running efficiently.
- Manage relationships with office suppliers, landlords and service providers.
- Oversee office supplies, refreshments and workplace facilities.
- Coordinate access to company storage and maintain accurate inventories.
- Support health & safety administration alongside relevant specialists.
- Assist with company events, internal meetings and wider business logistics.
- Provide general administrative support across the business, taking ownership of tasks that support the wider leadership team.
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Qualifications
You will be an experienced Executive Assistant or Senior Personal Assistant who enjoys working in a dynamic environment where you can genuinely make an impact.
Required Skills
- Previous experience supporting senior executives in a fast-paced business.
- Outstanding organisational and prioritisation skills.
- Excellent written and verbal communication.
- A meticulous eye for detail and accuracy.
- Strong Microsoft Office 365 skills (Outlook, Word, Excel, PowerPoint and Teams).
- Confidence managing multiple priorities and changing demands.
- Experience working with external suppliers, advisers and confidential documentation.
Preferred Skills
- Experience within travel, hospitality or another service-led business would be advantageous but is not essential.
Pay Range and Compensation Package
- Salary: £40,000–£45,000 per annum (depending on experience)
- Location: Hybrid – office-based 2–3 days per week, with flexibility to attend more frequently when required
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