Executive Assistant in City of London

About WE Soda

WE Soda is the world’s largest producer of natural soda ash, a critical raw material used in a wide range of industrial applications, including glass, detergents, and chemicals. Our company takes great pride in producing over 9.5 million tonnes of natural soda ash annually, an exceptional milestone that reinforces our leadership in the global market. With our headquarters in the United Kingdom and production facilities in Türkiye and the United States, we operate across a broad international footprint. Our products are in high demand worldwide, and we currently export premium natural soda ash to more than 80 countries, reflecting our commitment to operational excellence and our ability to meet the diverse needs of a global customer base.

Role Purpose:

The Executive Assistant acts as a trusted partner to the C-Level executives, providing high level operational and administrative support to enable effective leadership and decision-making. The role involves managing executive’s priorities, coordinating board activities and projects, and building strong relationships with internal and external stakeholders while maintaining the highest level of discretion and professionalism.

Key Responsibilities:

• Manage complex calendars, coordinate meetings across multiple time zones, and ensure timely preparation of materials.
• Meet and greet external visitors and arrange meeting rooms, coordinating with IT, Building Services and reception teams as required.
• Schedule internal meeting cadences with multi-departmental global teams.
• Organise domestic and international travel arrangements, itineraries, and logistics, including visas and vaccinations, in accordance with company policies and procedures.
• Draft, proofread, and prepare correspondence, reports, and presentations.
• Act as the first point of contact for C-Level executives, handling communications with discretion and professionalism.
• Support leadership meetings including agenda preparation, minute-taking, and follow-up on action points.
• Track and prioritise tasks, deadlines, and projects on behalf of the C-Level executives.
• Coordinate with internal teams and external partners to ensure smooth business operations.
• Plan, coordinate, and oversee off-site meetings, corporate events, and leadership retreats.
• Manage conference registrations, ensuring timely enrolment, accurate documentation, and smooth participation process.
• Manage expense management, including processing claims, reimbursements, and ensuring compliance with company policies.
• Maintain strict confidentiality of sensitive information.
• Undertake ad hoc projects and assignments as directed.
• Provide ad hoc Personal Assistant support when required (e.g. Private health insurance / medical requirements, utility bills and other personal administrative tasks).
• Provide annual leave cover for the other executive assistant when required.
• Travel booking (arranging ground transportation for C-level or global leadership team as and when required) and ability to adapt quickly to changing plans.

Key Qualifications & Experience:

• Bachelor’s or Master’s degree or equivalent professional qualification.
• Proven experience as an Executive Assistant, Personal Assistant, or in a similar role.
• Experience supporting Senior executives or Leadership teams.
• Excellent organisational and time-management skills.
• Strong interpersonal and communication skills.
• High attention to detail and accuracy.
• Ability to prioritise and multitask in a fast-paced environment.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Discretion and professionalism in handling confidential information.
• Strong background in administrative and coordination activities.