Executive Assistant and Office Administrator in 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 & Office Administrator provides high-level administrative and operational support to the CFO, CLO and other Chief Executives. The role is responsible for ensuring the smooth day-to-day running of executive activities, office administration, visitor management, and hospitality services.

This position requires a highly proactive, adaptable, and responsive individual who thrives in a fast-paced, demanding environment. The successful candidate will be expected to anticipate needs, manage multiple priorities simultaneously, exercise sound judgement, and maintain a professional and service-oriented approach at all times.

Key Responsibilities:

• Manage complex calendars, coordinate meetings across multiple time zones, and ensure timely preparation of materials.
• Act as the first point of contact for the CFO and CLO, handling communications with discretion and professionalism.
• Schedule recurring internal meeting cadences with multi-departmental global teams.
• Support leadership meetings, including agenda preparation, minute-taking, action tracking, and follow-up activities (if required occasionally).
• Coordinate with internal teams and external stakeholders to ensure smooth business operations.
• Organise domestic and international travel arrangements including itineraries, accommodation, transportation, visas, and vaccinations and respond effectively to changing travel plans and business requirements.
• Manage conference registrations and participation logistics.
• Process expenses and reimbursements in line with company policies.
• Maintain strict confidentiality when handling sensitive business and personal information.
• Provide ad hoc Personal Assistant support including medical appointments, insurance matters, utility payments, and other personal requirements.
• Provide annual leave cover for other Executive Assistants when required.
• Support the smooth running of office facilities, meeting spaces, and communal areas.
• Provide support with office supplies, stationery, refreshments, catering, and general administrative requirements, ensuring that kitchen and hospitality areas remain fully stocked, organised, and presentable.
• Arrange and serve refreshments and catering for meetings, events, visitors and executive requirements.
• Meet and welcome clients, visitors, and external stakeholders, coordinating arrangements with Reception, Building Services, and IT teams as required to ensure a professional visitor experience.
• Prepare meeting rooms and ensure facilities, equipment, and refreshments are available prior to meetings.
• Assist with office events, leadership meetings, off-site sessions, and corporate functions.
• Undertake additional administrative and operational tasks as required to support business needs.

Key Qualifications & Experience:

• Proven experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role.
• Experience supporting senior executives, C-Suite leaders, or leadership teams.
• Strong background in executive administration, office management, and coordination activities.
• Excellent organisational and time-management skills.
• Strong interpersonal, communication, and stakeholder management skills.
• Exceptional attention to detail and accuracy.
• Ability to remain calm and professional in a fast-paced environment.
• Proficiency in Microsoft Office Suite.
• High level of discretion and professionalism.

Personal Attributes:

• Highly proactive, responsive, and service-oriented.
• Comfortable working in a demanding environment where priorities can change rapidly.
• Able to anticipate needs and take initiative.
• Flexible and willing to support executive and operational requirements.
• Professional, approachable, and confident interacting with senior stakeholders and visitors.
• Strong sense of ownership, accountability, and reliability.