Executive Assistant & Office Experience Coordinator

Executive Assistant & Office Experience Coordinator

Location– Paddington (London)

Type of role – 12 months contract (initially, but it could be extended)

Salary - £37.50-43.50/hr (depends on experience)

Hours– Monday to Friday (Hybrid – 3 days in office, Working from home – 2 days)

Overview

We are seeking a highly capable, proactive, and detail-oriented professional to drive a structured, efficient, and high-performing operating environment for our VP-level leadership team and the wider studio.

This role goes beyond traditional executive support. It plays a critical part in elevating the standard of executive operations, strengthening cross-functional coordination, and improving the overall office experience. The successful candidate will bring strong personal standards, anticipate needs ahead of time, and introduce more effective ways of working across the organization.

Key Responsibilities

1. Executive Operations & Agenda Support

• Own and optimize complex VP-level calendars, ensuring effective prioritization, alignment, and conflict-free scheduling
• Anticipate scheduling needs and proactively resolve conflicts before they arise
• Coordinate internal and external meetings, leadership reviews, and key events with a high standard of organization and professionalism

2. Office Management & Administration

• Act as the key person for day-to-day office activities, ensuring a well-organized, responsive, and efficient environment
• Drive improvements in office processes, vendor coordination, and workplace experience
• Act as a key connector across departments, improving coordination, communication, and follow-through
• Support administrative processes including procurement, invoicing, reporting, and documentation tracking
• Ensure follow-up and accountability across cross-functional activities

3. Mobility & Travel Support

• Coordinate travel planning and logistics with a focus on efficiency, reliability, and minimal disruption
• Ensure compliance with company policies and accurate documentation
• Anticipate travel risks and proactively manage contingencies

4. Corporate Communications Coordination

• Own the coordination and quality of internal communications, ensuring clarity, consistency, and professional standards
• Support the delivery of town halls, leadership communications, and cross-functional updates
• Ensure messaging is well-structured, timely, and aligned across stakeholders

5. Health & Safety (H&S) Support

• Coordinate H&S activities, audits, and compliance tracking in collaboration with relevant stakeholders
• Maintain accurate documentation and support the organization of mandatory training
• Ensure consistency and follow-through in safety-related processes

Experience & Education Required

• 3–6 years’ experience in executive support, office operations, or similar roles
• Experience supporting senior stakeholders in fast-paced, structured environments
• Exposure to cross-functional working (HR, Finance, Operations)
• Demonstrated ability to manage complexity and improve ways of working
• Experience in event coordination, travel planning, or operational support is advantageous

Skills & Competencies

Core Skills

• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.
• High level of discretion and ability to handle confidential information.

Interpersonal Skills

• Strong stakeholder awareness and customer-service mindset
• Ability to build trust and credibility with senior leaders and cross-functional teams
• Confident in coordinating across multiple priorities and personalities

Operational Skills

• Advanced calendar and logistics management
• Process coordination, tracking, and follow-through
• Ability to bring structure to ambiguous or evolving situations

Personal Characteristics

• A proactive and anticipatory mindset, staying ahead of needs rather than reacting
• Strong ownership and accountability, taking responsibility for outcomes end-to-end
• Exceptional organization and attention to detail
• High levels of discretion, integrity, and professionalism
• The ability to remain calm and effective under pressure in a fast-paced environment
• A service-oriented approach, with pride in delivering a high-quality experience
• Confidence to challenge inefficiencies and introduce better ways of working