Team Executive Assistant in City of Westminster

A proactive and detail-oriented Executive Support Coordinator providing essential support to the Interactive Leadership team. This role is focused on diary and time management, operational effectiveness, and administrative excellence. It is designed as a developmental position, offering a clear pathway to the Executive Assistant role. The successful candidate will ensure the smooth running of executive schedules and support day-to-day operations, gaining exposure to leadership activities and organisational priorities.

What success looks like

• Executives’ time is efficiently managed – calendars are organised, meetings are scheduled with purpose, and priorities are clear.
• Leadership activities run smoothly – coordination across teams and stakeholders is seamless.
• Stakeholder interactions are professional and well-managed – internal and external communications are timely and effective.
• Operational processes are streamlined – administrative tasks are handled proactively, minimising friction.
• Growth and development – the role provides exposure to executive-level operations, preparing the candidate for advancement to an Executive Assistant position.

Key Responsibilities

• Diary & Time Management
  • Proactively manage complex executive calendars, scheduling meetings across global time zones and prioritising high-value activities.
  • Coordinate internal and external appointments, ensuring optimal use of executive time.
  • Prepare daily and weekly schedules, anticipating potential conflicts and resolving them efficiently.
• Executive Support
  • Provide administrative support including travel arrangements, logistics, and expense management.
  • Assist with preparation for meetings, briefings, and events—ensuring executives are equipped with relevant materials.
  • Support the execution of key leadership activities, tracking actions and outcomes.
• Coordination & Communication
  • Facilitate communication between executives and stakeholders, drafting correspondence and organising briefing materials.
  • Coordinate with internal teams to ensure alignment on priorities and deliverables.
  • Maintain robust systems and processes for efficient day-to-day operations.
• Stakeholder Engagement
  • Act as a central point of contact for scheduling and operational queries.
  • Build trusted relationships across the organisation to enable efficient execution.
  • Handle sensitive and confidential matters with discretion.
• Events & External Engagement
  • Support executives at industry events, conferences, and trade shows, assisting with scheduling and logistics.
  • Prepare event schedules and stakeholder engagement plans.

Candidate Profile

• Experience in a fast-paced, complex environment supporting senior leaders.
• Values led.
• Strong organisational and prioritisation skills, with a keen attention to detail.
• Proactive approach, able to anticipate needs and operate with minimal direction.
• Excellent communication skills, confident engaging with stakeholders at all levels.
• High levels of discretion, judgement, and professionalism.
• Ambition to grow into an Executive Assistant role.

Travel Expectations

Up to 25%

Additional Information

At this time, we are unable to sponsor work visas for this position. Candidates must be authorized to work in the job posting location for this position on a full-time basis without the need for current or future visa sponsorship.