Richard James Recruitment Specialists Ltd
Office Coordinator/Executive Assistant
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We are supporting a international business is looking for a highly organised, proactive and service-focused Office Coordinator/ Executive Assistant to join their London office.
Travel management will be the main focus of the role, with particular responsibility for providing a high-touch service to the CEO. You will manage complex domestic and international travel, often across multiple time zones, whilst anticipating requirements and handling last-minute changes or disruption calmly and efficiently.
Alongside travel, you will support the smooth running of the London office, including meetings, visitors, events, onboarding and coordination with IT, Facilities and external suppliers.
Duties & Responsibilities
Travel & CEO Support
- Manage domestic and international business travel across the company.
- Arrange complex flights, hotels, rail, transfers and multi-destination itineraries.
- Take full ownership of the CEO's travel arrangements and understand their individual preferences.
- Manage changes, cancellations and disruption, finding alternative solutions quickly.
- Prepare detailed itineraries and ensure all travel documentation is in place.
- Coordinate travel with meetings, events and diaries.
- Manage relationships with travel providers, airlines, hotels and transport suppliers.
- Maintain confidentiality around CEO travel and business information.
- Support group travel for conferences, meetings and off-sites.
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Office Coordination
- Support the smooth day-to-day running of the London office.
- Coordinate meetings, visitors, catering and company events.
- Liaise with IT, Facilities, building management and security.
- Support onboarding and offboarding.
- Manage office supplies, access requirements and general administration.
- Work closely with international offices and provide support to the Office Manager when required.
- Assist with expenses, invoices and supplier administration.
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Required Skills & Qualifications
- Strong experience arranging domestic and international business travel.
- Experience managing complex itineraries and last-minute changes.
- Previous experience supporting a CEO, senior executive or leadership team.
- Experience as an EA, Office Coordinator, Team Assistant or similar.
- Excellent organisation and attention to detail.
- Calm and resourceful when dealing with urgent requests or disruption.
- Excellent communication and stakeholder management skills.
- Strong Microsoft Office / Office 365 skills.
- Strong service mindset with a professional and discreet approach.
- Proactive, reliable and able to work independently.
- Commercial awareness when balancing cost, convenience and business priorities.
This is a great opportunity for someone who enjoys taking ownership, solving problems and providing a high level of service, with a role that combines international travel management with office coordination.
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