Executive Assistant to Group COO

We are seeking a confident, organised and capable Executive Assistant to provide comprehensive support to our Group COO and other senior leaders within the Group which will be based at our head office at Alderley Park. This rewarding role requires an individual who thrives in a fast-paced environment and possesses exceptional multitasking and problem-solving skills. The successful candidate will be a confident communicator who will contribute positively to the office environment and culture, leveraging modern AI tools to create greater operational efficiency, streamline workflows, and automate routine administrative tasks. They will also be responsible for diary management, travel arrangements and logistics, expenses management, projects and catering for a number of senior leaders. The role will also involve event planning, being a key member of the Groups charity team, running/supporting charitable initiatives with the Group's charity team, alongside internal communications, business support and other daily and weekly office management responsibilities including H&S responsibilities. The role will also provide support to the HR function as and when required with HR activities as well as providing administrative support to wider members of the senior leadership team. Key Responsibilities: Diary Management: Manage the Group COOs, CFO and other Excos diaries across multiple companies, including scheduling meetings, travel arrangements, and appointments, ensuring efficient use of their time. Anticipate potential conflicts and proactively resolve scheduling issues and communicate these to senior stakeholders. Travel Arrangements: Coordinate business travel arrangements for senior leadership team members, including transport and accommodation - trains hotels, taxis and occasional flights. Develop detailed itineraries and manage any unexpected changes. Communication: Enable consistent, high quality and effective communication from the MD’s office, coordinating with the Executive Support Team to ensure external and internal requests are promptly qualified and managed, as well as supporting effective and engaging internal communications across the business. Catering: To provide refreshments/arrange catering, etc for the Group COO where required and for wider Exco members during meetings and events at both AP and London when required. Document Preparation: Prepare letters and other documents, ensuring accuracy and attention to detail. Scanning/filing and maintaining confidential records. Manage confidential information with complete confidentiality and discretion. Office Administration : Manage general office administration for the Alderley Park HQ office, such as welcoming guests, setting up and coordinating meeting room bookings, managing incoming and outgoing mail, ordering & replenishing office supplies, and coordinating with other administrative employees to ensure H&S requirements and all other office needs are met. Event Planning : To be a key stakeholder in the the planning and coordination of corporate and team events and meetings, in both the London office and Alderley Park including logistics, preparation, catering, and attendee management. This also includes charity team work and charitable initiatives. Proactive Support: Anticipate the Group COO and other Exco members needs and proactively provide support, ensuring they are well-prepared for all meetings and engagements. Group Services Support : To provide support to other Group Exco members as and when required and to both the HR team and other Exec Assistants within the Group. This would include document preparation, supporting recruitment logistics, onboarding and HR administrative tasks in relation to the Alderley Park office and supporting other events and tasks at a wider Group level on occasion. AI & Process Optimisation : Proactively identify and utilise AI tools and technologies to automate routine administrative tasks, streamline office workflows, and enhance overall operational efficiency across the senior leadership team. Essential Skills & Behaviours Proven experience as an Executive Assistant, supporting a C-level executive in a fast-paced, multi-faceted environment, OR experience in a high-end client facing role (e.g. concierge services, event management, luxury hospitality). Strong diary management and organisational skills, with the ability to manage complex schedules and prioritise effectively. Confident communicator with the ability to manage/change arrangements for senior stakeholders. Consistent executor, able to push through obstacles and manage challenging stakeholders to reach a solution. Excellent communication skills, both written and verbal, with a high level of professionalism and discretion. Strong problem-solving and decision-making abilities, with the capacity to work independently and take initiative. Calm, resilient and able to deal with change & varying demands effectively. Experience of managing travel arrangements and personal administration. Ability to multitask and work under pressure, with a keen eye for detail. Highly flexible and able to adapt to changing business and stakeholder demands and to provide out of hours support on occasion when needed. Being a consistent and positive presence in the office, contributing to our offices culture and environment and “All In” mindset and supporting all business achieve their results.