Executive Assistant People & Org · HQ in London

Nine Elms, London - Full-time (5 days a week on-site). We are looking for a motivated and proactive Executive Assistant to the Executive Team to provide high-quality executive and personal support to senior leadership and help drive the day-to-day effectiveness of our executive operations. In this role, you will act as a trusted extension of the Executive Team, supporting both professional and personal priorities, building and running a best-class in-house administrative function, and ensuring seamless coordination with internal teams, external partners, and service providers. This position requires exceptional organisational and communication skills, strong judgment, and a proven ability to anticipate needs, manage competing priorities, and deliver reliable, high-level support across all aspects.

About Zapp: Zapp is London's leading premium convenience retail platform. Founded in 2020, our vision is to disrupt the multi-trillion dollar convenience retail market by developing best-in-class customer-centric technology and fulfilment solutions. Zapp partners with some of the world's leading brands to deliver an exclusive range of hand-picked products 24/7, delivered in minutes.

Key Responsibilities:

• Provide high-level administrative, personal and strategic support to the Executive Team, ensuring their time, priorities, and communications are managed with precision and discretion.
• Confident in using AI-driven systems to streamline daily administrative operations.
• Strong growth mindset - intellectually curious, eager to learn, and motivated to continuously improve skills, take on increasing responsibility, and grow alongside a fast-scaling business.
• Serve as a central point of coordination between executives, internal teams, and external partners to ensure seamless information flow and alignment.
• Manage diaries, appointments, meeting schedules and logistics for multiple executives, anticipating conflicts and resolving issues proactively.
• Prepare, review, and organise executive materials including presentations, reports, agendas, and briefing documents.
• Track key initiatives, deadlines, and action items, following up with stakeholders to ensure timely execution.
• Act as a trusted gatekeeper and representative of the Executive Team, handling sensitive matters with confidentiality and professionalism.
• Support planning and execution of board meetings, leadership offsites, and executive-level events.
• Help build and refine executive operations, systems, and processes to improve efficiency and scalability.
• Partner with Finance, HR, and Operations teams on contracts, approvals, and internal workflows.
• Identify opportunities to streamline processes, solve problems, and enhance the overall effectiveness of the Executive Team.
• Manage end to end travel planning for the Executive Team handling bookings, schedules and logistics to support business needs.
• Assist the Executive team with a wide range of ad-hoc duties including collecting beverages for meetings/events.
• Willing to provide flexible support, including occasional out of office hours assistance.

Requirements:

• Proven experience (2+ years) in an administrative or executive support role, such as Personal Assistant, Executive Assistant or have similar experience.
• Exceptional communication, interpersonal, and relationship-building skills, with the ability to interact confidently with executives, stakeholders, and external partners.
• Strong organisational and time-management skills with the ability to handle multiple priorities in a fast-paced environment.
• Demonstrated ability to anticipate executive needs, think ahead, and act with discretion and professionalism.
• Experience managing complex calendars, travel, meetings, and executive-level communications.
• High level of proficiency with productivity and collaboration tools (e.g., Google Workspace, Microsoft Office, Slack).
• Strong attention to detail and ability to produce polished documents, presentations, and reports.
• Proven problem-solving skills and the ability to work independently with minimal supervision.
• Ability to handle confidential and sensitive information with integrity and discretion.
• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent professional experience.

If you are a hands-on leader who thrives on building high-performing teams and delivering exceptional mobile experiences, we encourage you to apply!