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Reports To
Managing Director / Chief Executive Officer
Location
Mostly remote (with 1-2 days per week in Vauxhall, London)
Role Purpose
The Executive Assistant (EA) provides proactive, confidential, and high-level administrative support to the Managing Director and Executive Leadership Team. The role is responsible for ensuring the efficient operation of executive activities, enabling senior leaders to focus on strategic priorities, business growth, and stakeholder engagement.
The EA acts as a trusted business partner, managing schedules, coordinating communications, organising meetings and events, and ensuring the smooth delivery of executive and board-level activities.
Key Responsibilities
Executive Support
- Manage complex and dynamic executive calendars, appointments, and travel schedules.
- Anticipate scheduling conflicts and proactively resolve competing priorities.
- Act as the primary point of contact for internal and external stakeholders on behalf of the Managing Director.
- Manage executive correspondence, ensuring timely responses and follow-up actions.
- Handle confidential and sensitive information with the highest level of discretion.
Meeting & Board Support
- Coordinate executive, board, and leadership meetings.
- Prepare meeting agendas, papers, presentations, and briefing packs.
- Attend meetings where required, taking accurate minutes and recording actions.
- Track and monitor actions arising from meetings to ensure completion.
- Support governance activities and maintain accurate records of board and management decisions.
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Travel & Event Management
- Organise domestic and international travel arrangements.
- Manage travel itineraries, accommodation, visas, and logistics.
- Coordinate executive events, off-sites, customer meetings, and leadership workshops.
- Ensure all arrangements are delivered professionally and cost-effectively.
Business Administration
- Maintain effective filing and document management systems.
- Prepare reports, presentations, and management information packs.
- Coordinate the preparation of business documents and proposals.
- Process expenses, purchase orders, and invoices in accordance with company procedures.
- Support budget administration and expenditure tracking where required.
Stakeholder Management
- Build trusted working relationships across the organisation and with external partners.
- Liaise with customers, suppliers, and key stakeholders on behalf of executives.
- Ensure communications are professional, timely, and aligned with company standards.
- Represent the executive office professionally and positively at all times.
Project & Operational Support
- Support strategic initiatives and special projects as directed by the Managing Director.
- Monitor project milestones and provide administrative coordination.
- Prepare progress reports and dashboards for leadership review.
- Identify opportunities to improve executive office processes and efficiencies.
Knowledge, Skills & Experience
Essential
- Proven experience as an Executive Assistant supporting senior executives or directors.
- Exceptional organisational and time management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Outstanding verbal and written communication skills.
- Strong attention to detail and accuracy.
- High degree of professionalism, discretion, and confidentiality.
- Advanced Microsoft Office 365 skills, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience producing executive-level presentations and reports.
- Ability to work independently and use initiative.
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Desirable
- Experience supporting a Managing Director, CEO, or Board of Directors.
- Experience within professional services, technology, consulting, or cybersecurity environments.
- Project coordination or project management experience.
- Knowledge of corporate governance and board administration practices.
Personal Attributes
- Highly organised and proactive.
- Strong commercial awareness.
- Professional and adaptable.
- Excellent relationship-building skills.
- Calm under pressure and able to manage changing priorities.
- Positive, solution-focused attitude.
- Trusted advisor mindset with a high level of integrity.
Key Performance Indicators (KPIs)
- Diary and meeting management effectiveness.
- Timeliness and quality of executive communications.
- Delivery of board and leadership meeting support.
- Accuracy of documentation and reporting.
- Stakeholder satisfaction and responsiveness.
- Successful coordination of travel, events, and executive activities.
- Continuous improvement of executive office processes.
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