Executive Assistant & Office Experience Coordinator

**Location:** London, W2

**Contract:** 12 Months (with potential extension)

**Working Pattern:** Full-time onsite initially, with hybrid working available once established in the role

**Interview Process:** Face-to-face panel interview

**About the Role** We are seeking a highly capable, proactive, and detail-oriented Executive Assistant & Office Operations Coordinator to support our VP-level leadership team and help create a structured, efficient, and high-performing office environment. This is far more than a traditional Executive Assistant position. You'll play a key role in elevating executive operations, driving workplace efficiency, strengthening cross-functional collaboration, and enhancing the overall office experience. The successful candidate will bring exceptional organisation skills, anticipate needs before they arise, and champion continuous improvement across the business.

**Key Responsibilities**

• Executive Operations & Leadership Support
• Manage complex VP-level calendars, ensuring effective prioritisation and seamless scheduling
• Proactively identify and resolve diary conflicts
• Coordinate senior leadership meetings, reviews, workshops, and key business events
• Ensure leaders are fully prepared and supported to operate effectively
• Office Management & Administration
• Act as the central point of contact for day-to-day office operations
• Create and maintain an organised, responsive, and professional workplace environment
• Drive improvements to office processes, vendor management, and workplace experience
• Support procurement, invoicing, reporting, and document management activities
• Coordinate cross-functional actions and ensure follow-up and accountability
• Travel & Mobility Coordination
• Arrange domestic and international travel, accommodation, and logistics
• Ensure travel plans are efficient, compliant, and well-organised
• Anticipate issues and manage changes proactively to minimise disruption
• Internal Communications
• Coordinate and maintain high-quality internal communications
• Support town halls, leadership updates, and wider business communications
• Ensure messaging is clear, consistent, and professionally presented
• Health & Safety Support
• Coordinate Health & Safety activities, audits, and compliance requirements
• Maintain training records and safety documentation
• Support mandatory training programmes and ongoing safety initiatives

**Experience Required**

• 3-6 years' experience in Executive Support, Office Management, Operations Coordination, or a similar role
• Experience supporting senior leaders within a fast-paced business environment
• Previous exposure to cross-functional teams including HR, Finance, and Operations
• Proven ability to manage competing priorities and drive process improvements
• Experience with travel coordination, event planning, or operational support would be advantageous

**Skills & Competencies**

• Core Skills
• Excellent organisational and time-management abilities
• Strong written and verbal communication skills
• Exceptional attention to detail
• Advanced calendar management and scheduling expertise
• High level of discretion and ability to handle confidential information
• Interpersonal Skills
• Strong stakeholder management and relationship-building skills
• Customer-service mindset with a collaborative approach
• Confidence working with senior leaders and multiple departments
• Ability to influence and coordinate effectively across teams
• Personal Attributes
• Proactive, forward-thinking, and solutions-focused
• Strong ownership and accountability for outcomes
• Calm and effective under pressure
• Professional, trustworthy, and highly organised
• Passionate about delivering a first-class support experience
• Confident challenging inefficiencies and implementing better ways of working

**What's on Offer?**

• Opportunity to work closely with VP-level leadership
• Highly visible role with real influence across the business
• Collaborative and professional working environment
• Long-term contract with potential extension
• Competitive hourly rate
• Hybrid working available following an initial onsite onboarding period