Executive Assistant in London

Location: London (On-site)

Hours: Full-Time (40 hours per week)

Reports To: Chief of Staff

About the Role

We are seeking a dynamic, highly resourceful, and organised professional to take on the pivotal role of Executive Assistant (EA) to the CEO and Office Manager. This is a critical, full-time position responsible for maintaining the CEO's operational efficiency whilst simultaneously ensuring a productive, well-managed, and positive company office environment. This role requires a split of time and focus, demanding both discretion and superior administrative skill in supporting the CEO, internal communications support and proactive management of our physical workspace and internal company events.

Key Responsibilities

• Manage the CEO's complex diary, including scheduling, meeting prioritisation, and daily preparation.
• Coordinate all business travel logistics, including flights, accommodation, ground transport, and detailed itineraries.
• Process and manage the CEO's expense reports and corporate credit card reconciliation.
• Manage confidential documentation and communication, maintaining the highest level of discretion and professionalism.
• Draft, proofread, and finalise executive correspondence, presentations, and documents for internal and external audiences.
• Act as the primary point of contact and gatekeeper between the CEO and internal departments, partners, and external stakeholders.
• Spearhead the planning, coordination, and execution of company-wide workshops, town halls, all-hands meetings, and special internal events, managing all logistical aspects.

Office Operations & Facilities

• Oversee the day-to-day operations of the office, ensuring a safe, organised, and aesthetically pleasing work environment.
• Manage relationships and contracts with all office suppliers (vendors), including cleaning services, building management, catering, and supply companies.
• Maintain stock for all office supplies, kitchen supplies, and equipment, ensuring resources are always readily available.
• Act as the primary point person for all office maintenance and facilities issues, coordinating repairs and services promptly.

Employee & Culture Support

• Manage the office budget for supplies, facilities, and internal events, ensuring cost-effective spending.
• Lead new starter office induction, preparing workstations, issuing necessary access, and welcoming new team members.
• Coordinate the company's internal post, shipping, and courier services.
• Contribute proactively to enhancing company culture through support Culture Manager with small internal morale-boosting activities and initiatives.

Qualifications and Skills

• 6-12 months of work experience ideally in a comparable executive support, administrative, or hybrid role.
• Exceptional written and verbal communication skills, ideally with proven experience drafting professional executive-level materials.
• Expert proficiency in Google workspace (Docs, Sheets, Gmail, Slides) and scheduling tools.
• A resourceful, self-starter mentality with the ability to take initiative and solve problems independently.

Benefits & Compensation

What’s in It for You? We believe in empowering our team to thrive, with benefits including:

• Holiday: 25 days plus bank holidays.
• Health Perks: Private health insurance (Vitality Health) and Smart Health Services.
• Fitness & Wellbeing: 50% gym membership discounts (Nuffield Health, Virgin Active, Pure Gym).
• Hybrid Model: A WFH allowance to keep you comfortable.
• Learning & Growth: Access to platforms like Udemy to fuel your curiosity.

Why Datatonic?

Join us to work alongside AI enthusiasts and data experts who are shaping tomorrow. At Datatonic, innovation isn’t just encouraged—it’s embedded in everything we do. If you’re ready to inspire change and deliver value at the forefront of data and AI, we’d love to hear from you!

Are you ready to make an impact? Apply now and take your career to the next level.