INTL Executive Assistant – DA09YY. Provides high level, strategic Executive Assistant support to the CEO and Head of International HR while leading effective management of office operations and facilities. The role is based in London, UK.
The role requires exceptional organisational capability, commercial awareness, and the ability to balance competing priorities across executive support and operational delivery. It demands a high degree of discretion, professionalism and confidentiality, maintaining continuity of work in the executives’ absence. Accuracy, sound judgement and attention to detail are essential to success.
Job Responsibilities & Competence
- Provide proactive, forward-thinking support to CEO and Head of International HR, anticipating needs and resolving issues before they arise
- Manage complex calendars across multiple time zones, ensuring alignment with strategic priorities
- Act as a gatekeeper and facilitator, enabling effective use of executives’ time
- Coordinate leadership meetings, board-level interactions, and key stakeholder engagements
- Build and maintain effective relationships with brokers, suppliers and colleagues across the business
- Prepare high quality documents including presentations, briefings and internal communications
- Arrange complex travel (flights, accommodation, visas and logistics)
- Create monthly expense reports for the CEO and Head of HR, including the approval of expense reports on the CEO’s behalf
- Support senior stakeholders and act on behalf of executives when required
- Coordinate events and ensure seamless delivery
- Maintain effective office systems, including data management and record keeping
Office Manager Duties
- Oversee kitchen facilities, office space and maintenance issues to create a productive working environment
- Develop and manage relationships with key vendors, suppliers and service providers
- Manage and monitor the office facilities budget, ensuring cost control and value for money
- Manage and approve monthly invoices relating to office and business expenditure
- Drive continuous improvement in office systems, processes and ways of working
- Review, maintain and implement Health & Safety policies, ensuring compliance with all relevant standards and regulations
- Support the development and performance of the front of house team and Executive PA for a high-performing team culture
Qualifications and Capabilities
- Proven experience in an Executive Assistant and Office Management role within a corporate or professional services environment
- Exceptional organisational and prioritisation skills, with the ability to manage complex workloads, coordinate multiple activities and consistently meet deadlines in a fast-paced environment
- Demonstrated ability to anticipate needs, exercise sound judgement and proactively resolve issues with minimal direction, ensuring the smooth running of executive and office operations
- Highly professional with the ability to manage confidential and sensitive information with absolute discretion and integrity
- Strong interpersonal and stakeholder management skills, with the ability to build effective relationships across all levels of the organisation and with external partners
- Excellent written and verbal communication skills, with a high degree of accuracy and attention to detail in all deliverables
- Resilient and adaptable, with the ability to remain calm under pressure and respond effectively to changing priorities and demands
- Advanced proficiency in Microsoft Office applications and confidence in working with a range of business system
Educational Requirements
- Reasonable educational standard, graduate or ‘A’ levels minimum
- Significant experience providing senior-level executive support within a complex organisational environment
- Experience managing office/facilities operations, including ‘front of house’ and Executive PA
- Proven ability to support senior stakeholders with competing priorities and deliver high quality outcomes under pressure
- Strong financial and commercial awareness, including experience in managing budgets and expenses
Other duties: This job description is intended to describe the main duties only. Job holders are expected to maintain flexibility and perform all other reasonable duties that relate to the role as assigned by the Company.
