Group Executive Assistant in City of London

Group Executive Assistant

Location: London (hybrid – working from home and the London office)

Reports to: Managing Director

Role Purpose

We are looking for an experienced, highly organised and proactive Group Executive Assistant to provide

high-level support to the Co-Founder and Global Managing Director, as well as the London Executive

Team and wider Group where required.

This is a senior, hands-on role combining complex diary and inbox management, meeting preparation,

action tracking, international travel, executive correspondence, business administration and selected

project coordination. The Group Executive Assistant will help the Co-Founder and Global Managing

Director remain organised, well prepared and focused on the areas where they can add the greatest value.

Operating across teams in London, the US, Australia and China, the successful candidate will create

structure and maintain momentum in a fast-paced and sometimes reactive environment. They will

anticipate needs, exercise sound judgement, protect executive time and ensure important information,

decisions and actions are coordinated effectively.

The successful candidate will provide high-level, practical support to the Executive Team, helping them

stay organised, prepared and focused. They will anticipate needs, coordinate information and follow up on

actions and deadlines, while working collaboratively with colleagues across the business.

Key Responsibilities

Executive Support, Meetings & Communication

• Manage the diaries and calendars of the Co-Founder and Global Managing Director, anticipating needs
• Coordinate management, executive and leadership meetings, including agendas, pre-reads, materials and logistics, ensuring meetings are well prepared and supported by the right information.
• Take clear meeting notes, capturing decisions, actions, owners and deadlines; circulate notes and follow up on agreed actions.
• Keep track of agreed priorities, decisions and deadlines across teams; flag issues to the Managing Director, who determines what requires the Co-Founder’s attention. Accountability remains with the relevant management team member.

Project Coordination

• Support the planning, coordination and delivery of selected executive and cross-functional projects, tracking milestones, responsibilities, deadlines and actions.
• Coordinate stakeholder input and highlight delays or issues where required.
• Help improve cross-team workflow, file sharing, document management and practical use of AI tools; maintain simple action lists, handover notes and processes where useful.

Business Materials, Paperwork & Governance

• Collaborate across teams to collate, prepare, format and file executive, board, investment, company and governance materials.
• Coordinate paperwork, forms, correspondence, applications and submissions for the Executive Team.
• Manage documents requiring executive signature, ensuring they are approved, signed, tracked and filed.
• Maintain key company records, agreements and governance documents in organised filing systems and document repositories, ensuring information is accessible.
• Research suppliers and obtain quotes for approved Group purchases when requested; the Studio Manager coordinates IT and office equipment purchasing.

Travel

• Arrange domestic and international travel for the Co-Founder, Global Managing Director, London Executive Team and wider Group when requested.
• Arrange flights, accommodation, local and airport taxis, and transfers.
• Check entry requirements, including visas and ESTAs, prepare practical itineraries and manage changes efficiently.

Trademark & IP Administration

• Coordinate trademark paperwork for new prints, styles and other brand assets with the Design team and external advisers.
• Maintain the trademark register and track renewals and filing deadlines with external advisers.
• Act as an administrative point of contact with Corsearch, lawyers and brand protection partners; coordinate monthly meetings and follow-up on counterfeit enforcement, escalating substantive decisions to the Managing Director.
• Coordinate supporting documentation, meetings and follow-up.

Legal, Finance & Compliance Administration

• Coordinate legal, finance, banking, insurance and other business paperwork, including forms, signatures and administrative follow-up with the relevant teams and advisers.
• Track administrative deadlines and gather supporting documents requested by Finance, legal advisers or other specialists.
• Help collate receipts and supporting documents for the Co-Founder’s Réalisation business expenses for Finance to review and reconcile.
• Support Finance with invoice and expense tracking and any reconciliation queries; Finance owns the monthly reconciliations and office expense reporting.
• Pass approved invoices and payment information to Finance for processing.
• Liaise with internal teams and external advisers to ensure required information is complete and submitted on time.

Recruitment & Onboarding

• Provide administrative coordination for occasional recruitment and onboarding activity, working with hiring managers, HR advisers and the Studio Manager.
• Prepare and post approved job descriptions and vacancies on career websites.
• Monitor applications, share candidates of interest with relevant teams, and coordinate recruiters, interviews and candidate communications.
• Collect onboarding and payroll information when required and coordinate with People Consultant
• Coordinate welcome communications, email and system access, equipment requests and introductory meetings with the Studio Manager and relevant teams.
• Maintain the Group organisation chart.

Partnerships & Commercial Administration

• Act as an administrative point of contact for partners when requested, coordinating paperwork, reporting requirements and follow-up with the Director of Partnerships.
• Liaise with Finance on royalty reports and coordinate supporting documents for commercial partners.

Wider Business Support

• Provide administrative support to the wider Réalisation Group where required.
• Maintain the Group leave calendar and ensure relevant team members are notified of upcoming leave in advance.
• Provide ad hoc executive support and any other tasks requested by management within the scope of the role.

Candidate Profile

• Significant experience as an Executive Assistant supporting a founder, CEO, Managing Director or other C-suite leader in a fast-paced business.
• Highly organised, proactive, reliable and comfortable working autonomously.
• Experienced in diary and calendar management.
• Experience coordinating international travel, ideally across multiple time zones.
• Strong experience preparing executive or board-level meetings, papers, presentations, minutes and action logs.
• Detail-oriented, resourceful and solutions-focused.
• An excellent written and verbal communicator.
• Exceptional discretion, integrity and judgement when handling confidential or commercially sensitive information.
• A proactive and solutions-focused approach, with the ability to anticipate needs and work autonomously
• Strong proficiency in [Microsoft 365/Google Workspace], including calendars, presentations, documents and spreadsheets.
• Confidence using collaboration, document-management, e-signature, project-tracking and AI tools appropriately.
• Cultural awareness and confidence working with colleagues and stakeholders across the UK, US, Australia and China.

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