Executive Assistant

We are seeking a high-performing Executive Assistant / Administrative Business Partner (ABP) to join our London team. In this role, you will act as a strategic partner, managing complex calendars, travel, expenses, and site culture initiatives with minimal guidance.

You will bring a deep understanding of business priorities, sound judgment, and high discretion. As a key culture builder and operational cornerstone, you will collaborate across functional teams, establish trust, and serve as a role model within the local and regional ABP community.

• Calendar & Time Management: Proactively manage and optimize calendars for leadership, teams, and site operations across multiple time zones. Resolve scheduling conflicts, build in prep time, and align time allocations with short- and long-term business goals.
• Event & Site Culture Leadership: Drive end-to-end delivery of medium-to-large events (e.g., team off-sites, summits, tech talks, site-wide cultural initiatives). Oversee all event logistics: venue booking, equipment, vendor coordination, swag, and budget management. Recommend and lead strategic programs that boost team dynamics, site effectiveness, and local workplace culture.
• Travel & Expense Management: Coordinate end-to-end domestic and international travel, ensuring alignment with preferences, visa/passport requirements, and tech needs. Remain on-call during travel to resolve urgent issues; build travel agendas and post-travel documentation as needed. Manage expense reporting, purchase orders, and invoice approvals with strict adherence to budget policies.
• Executive & Meeting Support: Prepare for high-stakes meetings: draft agendas, compile slide decks, confirm equipment/attendees, and capture notes. Serve as a trusted advisor, handling highly confidential information with an advanced understanding of company policies.
• Operations & Office Space Coordination: Assess and advocate for office space needs, collaborating with Real Estate Workplace Services (REWS) on allocation and moves. Identify operational bottlenecks and lead process improvement initiatives across the site or broader ABP network.

• Core Administration & Calendar Management: Advanced experience optimizing complex calendars and daily executive workflows.
• Event & Project Management: Proven track record leading medium- to large-scale events and cultural projects from concept to completion.
• Travel & Expense Operations: Expertise in global travel logistics, risk mitigation, and processing complex expenses.
• Site Culture & Relationship Building: Ability to build rapport across teams, foster community, and act as a site culture leader.
• Confidentiality & Discretion: Highest standards of integrity when handling sensitive business data.
• Resource Planning & Facilities: Experience with space allocation, headcount management, and partnering with facilities/REWS teams.
• Communication Skills: Exceptional written and verbal communication skills across internal and external stakeholders.