Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

🏊🚴🏃 Who We Are:

The Professional Triathletes Organisation (PTO) is not your typical sports organisation. We\’re a global start-up, co-owned by professional athletes themselves, on a mission to celebrate and elevate the sport of triathlon like never before.

In just five years, we’ve disrupted the sport – launching the T100 Triathlon World Tour in 2024 and showcasing the world’s top-ranked athletes across some of the most iconic cities on the planet, where we crowned our first-ever World Champions. Building on that success, our T100 mass participation races have opened the door for everyday athletes to race on the same courses, in the same cities, and in the same electric atmosphere as the pros. As we look ahead to 2026, we’re entering our next phase of growth – elevating the athlete and fan experience, and transforming triathlon into a truly global sports and entertainment property.

This is a rare opportunity to join a high performing, high-energy, values-driven team with leadership talent from the likes of UFC, RFU, Uber, Meta, ATP, and F1 – all passionate about building something extraordinary from the ground up.

At the PTO, we’re passionate about triathlon, serious about quality, and obsessed with innovation. We don’t just talk – we get sh!t done. We move fast, collaborate as a small team, and challenge the status quo at every turn. It’s what gives us our EDGE – our core values framework that drives how we work, how we win, and how we show up every day.

Role

We’re looking for a highly organised and ambitious Executive Assistant & Project Coordinator to join the PTO. In this role, you’ll provide top-tier support to our C-suite leadership team, while also playing an active role in company communications and strategic projects.

You’ll be embedded in the heart of the organisation – helping the leadership team operate at pace, keeping priorities aligned, and ensuring our most important meetings, decisions, and initiatives run seamlessly.

At the PTO, you’ll contribute to bold, industry-defining projects, learning through experimentation and helping reshape the future of triathlon.

Reporting to the CFO, this role is based at our London HQ.

Key Role Responsibilities

Executive & Administrative Support

• Provide high-level executive assistance to the CEO, Chairman and broader C-suite, managing complex calendars, scheduling, and prioritisation.
• Coordinate all travel logistics (flights, visas, accommodation, and ground transport) across multiple time zones.
• Serve as a key point of contact for internal and external stakeholders, handling communications with professionalism and discretion.
• Prepare correspondence, briefings, and materials for internal meetings, board sessions, and external engagements.
• Maintain confidentiality and exercise sound judgment in handling sensitive information.

Internal Communications

• Draft and deliver company-wide updates and announcements on behalf of the leadership team.
• Act as a communication bridge between executives and the wider organisation, ensuring clarity, consistency, and follow-through.
• Support the development of internal narratives and messaging, helping shape how the leadership team engages with staff.

Project Coordination & Meetings

• Coordinate key meetings (leadership forums, offsites, board meetings), ensuring agendas, materials, and actions are managed efficiently.
• Track progress on strategic cross-functional initiatives, following up to keep stakeholders accountable.
• Capture key decisions and ensure timely follow-through.

Strategic Support

• Participate in senior meetings, providing structured follow-up and coordination across departments.
• Conduct research and prepare reports or briefing notes to support executive decision-making.
• Take ownership of ad hoc or special projects spanning multiple business areas.

Who we’re looking for / Profile

• 2-4 years’ experience in an Executive Assistant, PA, or project coordination role, ideally supporting senior leadership.
• Excellent organisational and time management skills, with proven ability to manage competing priorities.
• Strong written and verbal communication skills, with experience drafting executive-level correspondence and presentations.
• Able to operate with professionalism, confidentiality, and sound judgment in a fast-paced, high-growth environment.
• Proactive, detail-oriented, and solutions-focused, with a calm approach under pressure.
• Proficient in Google Workspace: Drive, Docs, Sheets and Forms; comfortable learning new tools and systems quickly.
• A strong collaborator who builds trusted relationships across teams and seniority levels.
• Interest in sport, live events, or entertainment is a plus – but most important is the drive to contribute to something ambitious and industry-defining.

The PTO Values: The EDGE we’re seeking

• Entrepreneur at Heart: A ‘Doer’ who thinks and acts like a founder, driving impact and pushing boundaries to achieve key results. You like getting ‘stuck in’ and making sure that great ideas come to life and deliver real change.
• Dynamic Innovator: An adaptable individual who thrives in fast paced environments, seeking new opportunities to drive progress.
• Growth Mindset: Embraces challenges as opportunities, bouncing back stronger from every setback. There is nothing you can’t do if you apply yourself fully.
• Equality of voice: A. Team. Player. Able to inspire and motivate others, bringing energy, innovation, and a can-do attitude to our startup environment.

Benefits

• The opportunity to change the sport of triathlon and build something you can be really proud of.
• Flat working environment and a get-things-done company culture.
• Private health insurance through Vitality, including wellness benefits and more.
• Learning & Development budget for courses, books, events and more.
• 25 days holiday + Christmas break.
• Flexible working structure.
• Enhanced parental leave.
• Company shares option scheme to drive ownership ability and allow financial participation in company success.
• Complimentary / discounted T100 event entries for employees, friends and family.
• Free snacks, drinks, gym classes, open water swim credits and more.

Inclusive Employer

We’re an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, religion, or belief. We are committed to providing a workplace free from discrimination and fostering an inclusive culture where all employees are respected and valued.

If you’re worried you don’t quite hit all the requirements mentioned above, don’t let that hold you back from submitting your application! Unique backgrounds, experiences, and perspectives are essential for our ability to innovate and grow, so if you think you’d be a great fit then we’d love to hear from you.

Please note that due to the volume of applications received, we are unable to provide specific feedback on unsuccessful applications.

Important information: Please note that the recruitment process for this position is being managed by JLB Search led by Hannah Cashell. By applying, you consent to sharing your information with JLB.