Executive Assistant

About the role This is a senior, high-trust role at the heart of Phi's leadership team. The Executive Assistant will provide direct, comprehensive support to our CEO & Founder and Chief of Staff, operating as the connective tissue across two of the firm's most demanding and high-profile functions. The right person will be exceptionally organised, naturally discreet, a proven AI expert and comfortable operating in an environment where priorities shift quickly and standards are uncompromisingly high. The CEO travels extensively on business and will expect total, proactive support before, during and after every trip. The Chief of Staff oversees corporate governance and transformation; this role provides the structured, behind-the-scenes coordination that keeps both functions running smoothly.

Key Responsibilitie sExecutive Support – Chief Executive Act as an AI-enabled strategic support resource for the CEO: using agentic AI and research workflows to surface insight, synthesise information and produce briefing materials that are concise, accurate and immediately actionable — this is a non-negotiable requirement of the role .Leverage AI tools expertly to conduct deep research in support of the CEO — including prospect and client intelligence, market and competitor analysis, industry developments and background preparation ahead of key meetings, board sessions and strategic engagements .Lead the organisation and planning of board meetings end to end — working proactively with the CEO, Chief of Staff and ELT to ensure agendas are structured, materials are prepared to the highest standard, and every governance touchpoint runs with precision .Provide 24x7 availability and proactive support during all CEO business travel, adjusting working hours accordingly .Manage end-to-end travel arrangements for the CEO through Phi's white-glove travel management partner, ensuring every detail - flights, ground transport, accommodation, visas, security, itineraries - is coordinated and confirmed in advance .Lead the implementation and ongoing management of Phi's new approach to executive travel, acting as the primary liaison with the external travel agency to refine the booking process, establish standards and ensure consistent delivery .Liaise closely with the Commercial EA and other senior stakeholders to maintain seamless diary management, anticipate scheduling conflicts and manage the CEO's time with care and foresight .Prepare briefing materials, logistics packs and itineraries ahead of each trip; conduct post-trip follow-ups as required .Governance & Strategic Support - Chief of Staf fOwn and maintain the corporate and governance calendar, ensuring all board, investor and operational meetings are scheduled, confirmed and appropriately resourced well in advance .Prepare and coordinate board packs for both Operational Board and Investor Committee meetings — AI must be used to facilitate this process end to end, from collating and structuring contributions through to formatting and quality-checking final materials from all ELT members, including the CEO, to agreed deadlines. Manual approaches alone are not sufficient; the CEO requires AI to be embedded in how this work is delivered .Facilitate the end-to-end board pack process: chasing responses, aligning contributors, managing version control and ensuring final documents are distributed on time .Support the write-up of specific transformation and strategic initiatives as directed by the Chief of Staff — AI must be actively used in drafting, structuring and refining these documents. The expectation is that AI accelerates and elevates the quality of output, producing clear, professionally structured documentation to the highest editorial standard .Maintain structured records of action items, decisions and follow-ups from governance meetings, tracking delivery across senior stakeholders .Front of Hous eServe as Phi's front-of-house presence within the firm's prestigious London reception, creating a warm, polished and professional first impression for all visitors .Skills, Qualifications & Personal Attribute sA degree from a Russell Group or Ivy League university; a Masters degree or MBA is strongly preferred .Several years of experience in a senior EA, PA or Chief of Staff support role within a high-performance, professional services or financial services environment .Expert-level, hands-on proficiency in AI tools and platforms — this is an AI-enabled role and the CEO expects genuine mastery, not passing familiarity. You will be expected to use AI to conduct research, synthesise complex information, support board preparation and deliver value-add output that goes well beyond traditional EA responsibilities .Demonstrated experience using agentic AI and AI research workflows to support senior executives — surfacing insight at pace, preparing briefings and turning raw information into polished, decision-ready materials .Proven ability to support multiple senior stakeholders simultaneously, managing competing priorities with composure and precision .Exceptional written and verbal communication skills - correspondence, briefing documents and board materials must be of an immediately publishable standard .Advanced proficiency in Microsoft PowerPoint and Excel; confident in producing polished, data-informed documents under pressure .Strong numerical proficiency and analytical capability; comfortable working with data and presenting information clearly .Demonstrated experience managing complex international travel, including high-context destinations and senior executive requirements .Significant experience managing or leading governance processes - board packs, committee papers, investor materials and the end-to-end organisation of board meetings at the most senior level .Impeccable professional presentation and interpersonal style; instinctively warm with guests and clients while maintaining the discretion appropriate to a senior corporate role .Evidence of a proactive, forward-thinking approach - someone who identifies what is needed before being asked and moves ahead of the calendar, not behind it .A genuine team player with strong personal values: caring, commercially minded and loyal to the people and the firm they support