Executive Assistant

About The Role

This is an exciting opportunity to support our Leadership Team at PHD EMEA, providing a wide range of executive and administrative support to the Chief Transformation Officer, Chief Development Officer, and Chief of Staff. The role may also include stepping in to help other members of the leadership team. As a pivotal member of the team, you will work closely with the Senior Leadership Team, collaborate with wider leadership colleagues, and play a key role ensuring the smooth running of day‑to‑day leadership priorities.

You will provide high‑level administrative and organisational support, proactively managing priorities, anticipating needs, and ensuring everything runs efficiently.

Responsibilities

• Senior diary management – proactive management of three complex leadership diaries, coordinating meetings across multiple time zones.
• Complex travel management – planning and coordinating domestic and international travel, including flights and accommodation.
• Overseeing the office travel approval process – ensuring compliance with internal procedures and facilitating final approval from OM leadership.
• Meeting and presentation preparation – supporting the preparation of leadership meetings by coordinating inputs, collating materials, and assisting in creating and refining presentations and briefing documents.
• Expenses and administration – managing expense submissions and ensuring administrative processes are completed accurately and timely.
• Meeting logistics and coordination – organising internal and external meetings, booking spaces, coordinating catering, and arranging necessary technology or IT support.
• Visitor experience – acting as a key point of contact for visitors, adjusting working days when required to align with key client meetings.
• Events and client entertainment – supporting the planning and delivery of client and external events, ranging from client dinners to large‑scale industry events, and helping create a PHD Culture with internal agency events.
• Office coordination – occasional support with office needs such as ordering IT equipment or stationery.
• Project and team support – supporting wider team initiatives and projects, such as coordinating research reports or assisting event delivery, working collaboratively in a project coordination capacity.

About You

We are looking for a real team player who is positive, calm, and has a passion for being that “I’ve got this” person. You juggle diaries in your sleep, manage multiple time zones, and deliver to short lead times. Throwing together a dinner for 10 with four days’ notice is a walk in the park.

PA/EA experience ideally at senior level in a fast‑paced environment.

Extensive prior experience and advanced level using Microsoft Word and Outlook, intermediate level using Excel and PowerPoint.

Previous experience creating/describing decks and documentation for internal and external purposes.

Strong written and spoken English skills.

Prior experience handling highly confidential information and documentation.