Executive Assistant

Role Overview

The Executive Assistant will provide high-level administrative support to the Senior UK team and general support to the UK office. This role is integral in ensuring seamless operations through proactive diary management, internal and external stakeholder coordination, document preparation, and office administration. This role will also contribute to internal and external communication efforts, enhancing the overall efficiency, culture and professionalism of the team.

Key Responsibilities

• Executive Support
  • Manage and take ownership of calendars, schedule meetings, and coordinate appointments across multiple time zones.
  • Act as the primary point of contact for internal and external stakeholders, managing inquiries and correspondence with professionalism and discretion.
  • Arrange travel bookings, including flights, hotels, transportation, and prepare detailed itineraries.
  • Support the Senior UK with leave tracking and expense approvals in Project Works.
  • Prioritise and manage email correspondence, ensuring timely responses and efficient information flow.
  • Support the International TMX Leadership Team when travelling to the UK for client and team visits.
• Administrative & Team Support
  • Provide administrative support to the UK team members, enhancing team productivity and efficiency.
  • Assist with processing of timesheets, and general administrative tasks to enable team to focus on client delivery.
  • Support onboarding of new team members by coordinating necessary resources and logistics including IT resources and office administration.
  • Coordinate purchase orders, liaise with local vendors, and manage office supplies and replenishments.
  • Connect with the global finance, HR and Marketing teams in Australia to ensure best practice in the running of the UK office and ways of working.
• Communication & Documentation
  • Prepare and edit high-level visual presentations in PowerPoint for client projects and internal meetings.
  • Format, proofread, and edit documents, ensuring high quality, consistency, and accuracy.
  • Draft internal and external communication materials that align with TMX messaging.
  • Prepare and distribute detailed meeting agendas, take meeting notes, track action items, and proactively manage follow‑ups.
• Stakeholder Engagement & Relationship Management
  • Build and maintain strong relationships with internal stakeholders and external clients.
  • Act as a central point of contact for day‑to‑day communication across stakeholder groups.
  • Maintain up‑to‑date knowledge of client engagements to support communication and engagement strategies.

Skills and Experience

• 3+ years' experience in an administrative support role or executive assistant role.
• Proficiency in Microsoft Office Suite, particularly PowerPoint and Excel.
• Experience with Salesforce is preferred but not essential.

Personal Attributes

• Excellent communication and interpersonal skills.
• Critical thinking.
• Strong organisational, multitasking, and time management abilities.
• Attention to detail and a commitment to producing high-quality work.
• Confident working with stakeholders at all levels across the business.
• Collaborative team player with a proactive and solutions-focused mindset.