Graduate Executive Assistant & Project Coordinator

Are you a driven, ambitious and AI-savvy graduate looking for a role where you can learn fast, make an impact and get exposure to how a global business really works?

We’re looking for someone who is curious, organised, commercially minded and passionate about digital marketing to join us as an Executive Assistant supporting our

Global CEO and Executive Leadership Team (Ex Co) .

This is not your traditional Executive Assistant role.

You’ll be working closely with senior leaders across the business, gaining a unique view of our strategy, clients, people, operations and growth plans.

You’ll be trusted with meaningful responsibilities from day one and will have the opportunity to use

AI, automation and new technologies to improve the way our leadership team operates.

This is an opportunity to get front-row exposure to a global business at the very start of your career.

You’ll work directly with senior leadership, build relationships across the organisation and develop an understanding of everything from strategy and commercial performance to clients, people, operations, technology and growth.

For 24 months we’ll invest in your development and help you build the skills, knowledge and experience to determine where you want to take your career next.

As you grow, there will be opportunities to move into other areas of the business and progress beyond the EA role.

Reporting to the Group CEO this role will provide proactive day-to-day support in diary management, communication, strategic project co-ordination and general Ex Co administration.

Key Responsibilities

• Executive Support & Diary Management
• Manage and maintain a complex global calendar for the CEO and provide diary support for the rest of the Ex Co as required.
• Anticipate scheduling needs, resolve conflicts, and ensure all engagements are well-prepared and prioritized.
• Act as a trusted gatekeeper, ensuring the CEO’s time is focused on their priorities.
• Meetings & Communication
• Prepare and follow up Ex Co and Global leadership meetings including agendas, pre-reads, minutes, and action tracking.
• Draft and review internal and external communications such as emails, reports, and presentations.
• Monitor information flow and ensure timely communication between Ex Co members and key stakeholders.
• Coordinate board and leadership team meetings, ensuring materials are circulated in advance.
• Coordinate Global Townhalls and agendas.
• Strategic Project Co-ordination
• Oversee large, often cross-functional organisation-wide initiatives by setting a roadmap, co-ordinating stakeholders/SMEs and driving execution.
• Project Governance — define roles and responsibilities; set milestones and deliverables, agree communication channels.
• Bring together multiple stakeholders and help drive decisions.
• Researching, benchmarking, analyzing data, and leveraging AI models to deliver data-backed recommendations.
• Creating systems, custom prompts, and automated processes to optimize operational efficiency across the organization.
• Identify manual bottlenecks and continuously build automated workflows using AI tooling (e. g., Gemini Enterprise, Spark, Agent-based workflows) to streamline project reporting and routine Ex Co tasks.
• Operational Excellence
• Serve as the first point of contact for communications directed to the Ex Co.
• Anticipate issues, resolve scheduling or logistical conflicts proactively, and maintain the highest standards of discretion.
• Continuously seek ways to improve efficiency through emerging AI technologies, process optimization, and best practices.
• Knowledge And Experience

The successful candidate will be encouraged to continuously develop skills in organizational efficiency, communication technologies, and global executive support best practices.

This includes deep proficiency in complex calendar management, sophisticated travel planning, and adopting new technologies to streamline executive processes.

• Minimum of 7 years work experience as an Executive Assistant in a fast-paced business environment.
• Outstanding organizational skills and a proven track‑record of successful project management.
• Excellent document drafting skills and strong knowledge of the Google suite (Gmail, Drive, Google Doc, Sheets).
• Fluent in English with excellent writing skills and the ability to adapt the tone of voice of others.
• Extensive experience in preparing and writing presentations.
• A proven track record of quickly understanding complex content.
• Technical Aptitude: Highly technically astute; comfortable understanding complex technical concepts, systems, tools, and digital platforms.
• AI & Automation Mindset: Strong passion and eagerness to learn and leverage generative AI and automation tools to increase productivity.
• Preferred
• Previous digital marketing experience.
• Previous similar roles in the industry or close sectors.
• Experience in privately owned / PE owned business environments.
• Personal Attributes
• A recent graduate or early-career professional looking to build a career in a fast-paced business.
• Passionate about digital marketing, technology, and the changing role of AI.
• Proactive & Resilient: A self-starter who anticipates needs and stays composed under pressure.
• Collaborative: Works effectively with diverse global teams and supports colleagues to achieve shared goals.
• Trustworthy: Exercises sound judgment, integrity, and discretion at all times.
• Solution-Oriented: Demonstrates initiative and drives results that exceed expectations.
• Tech-Curious & Innovative: Eager to learn, experiment with new AI tools, and rethink traditional operational processes.

• Aligned with Incubeta Values

• Earn Trust
• Help Others Succeed
• Dare to Lead
• Exceed Expectations
• AI savvy — you don’t need to be an AI expert, but you should be excited by what AI can do and keen to explore how it can be applied in your day-to-day work.
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