Executive Assistant

Pinewood.AI is seeking a highly organised, proactive, and adaptable Executive Assistant to join our growing team. This role reports directly to the Chief of Staff and provides comprehensive support to the wider executive leadership team, including the CEO. You will be a key partner to the Chief of Staff, helping to keep the executive office running smoothly, ensuring the leadership team stays prepared, focused, and connected across a fast-moving, global business.

Key Responsibilities

• Support the Chief of Staff with operational, administrative, and strategic tasks, calendar management, and documentation.
• Manage and maintain executive calendars, scheduling meetings, travel arrangements, and events with proactive time management and prioritisation.
• Handle internal and external communications with professionalism and discretion as a gatekeeper and key point of contact.
• Support Executive Leadership during travel, keeping them connected and informed of key issues.
• Prepare briefing materials for meetings, including agendas, reports, and presentations.
• Track and manage projects and action items, providing updates to senior leaders.
• Coordinate onboarding and offboarding of executives for smooth transitions.
• Support London office operations, logistics, vendors, and coordination as the office expands.
• Participate in meetings, take minutes, follow up on actions, and ensure deliverables are met.
• Handle confidential information with discretion and integrity.

Minimum Requirements

• Proven experience supporting C-suite or senior leaders as an Executive Assistant or in a senior administrative role.
• Exceptional organisational and time-management skills, able to manage shifting priorities calmly and efficiently.
• Strong communication skills, professional and confident across all levels.
• Proficiency in Microsoft Office; familiarity with platforms like Concur, Teams, Zoom, or CRM systems is a plus.
• Proactive problem-solving and decision-making skills, with ownership of responsibilities.
• High discretion and confidentiality.
• A positive, adaptable attitude, willing to assist where needed.
• Ability to work effectively in virtual and in-person environments.
• Flexibility for occasional early starts, late finishes, and international travel.

This role offers a competitive salary based on experience, bonus scheme, share scheme, hybrid working, 25 days holiday plus UK bank holidays, life assurance, ongoing training, free onsite gym (Birmingham), social events, and employee recognition.