Contract Executive Assistant

Itchyfeet; United Kingdom; On-site; GBP 38,000 - 48,000; Full time

Job summary

Itchyfeet is seeking a highly organised Executive Assistant to support senior leaders and the Senior Executive Assistant in a full‑time, permanent role in the United Kingdom.

You will coordinate diaries, arrange travel and events, prepare meeting packs, take minutes, and manage communications while upholding discretion and professionalism in a dynamic environment.

Qualifications

• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to build and maintain relationships across all levels.
• High levels of discretion and confidentiality.
• Experience in developing administrative processes is desirable.

Responsibilities

• Provide administrative and organisational support to senior executives.
• Deputise for the Senior Executive Assistant during absences.
• Coordinate diaries, meetings, communications and workflows.
• Arrange cost-effective travel and accommodation for executives.
• Prepare and distribute meeting packs for committees.
• Take accurate meeting minutes and track actions.
• Plan and coordinate internal and external meetings and events.
• Manage office supplies and operational processes.
• Liaise with external vendors and stakeholders.
• Handle enquiries calmly and professionally.
• Identify urgent issues and escalate as needed.
• Maintain confidentiality of sensitive information.
• Support continuous improvement and knowledge sharing.

Skills

Communication

Organisation

Time management

Relationship building

Discretion & confidentiality

Microsoft Office

Education

Diploma/degree or equivalent experience

Tools

Microsoft Office

Job description

Our client is seeking a highly organised, proactive, and professional Executive Assistant to support their Senior Executive Assistant and provide high-quality administrative and organisational assistance to senior leaders and executives. In this full-time, permanent role, you will be integral in maintaining the smooth day-to-day operations of the office by coordinating executive activities, managing communications, arranging travel and events, and supporting governance processes. This position offers an exciting opportunity for someone who thrives in a dynamic environment, enjoys fostering strong working relationships, and is dedicated to delivering exceptional service with discretion and professionalism.

Job Duties:

• Provide administrative and organisational support to senior executives and leaders as directed.
• Deputise for the Senior Executive Assistant during periods of absence.
• Coordinate diaries, meetings, communications and workflows to ensure efficient business operations.
• Arrange cost-effective travel and accommodation for executives and leaders.
• Support the preparation and distribution of Executive Committee and Sub-Committee meeting packs.
• Produce accurate meeting minutes and monitor the progress of agreed actions.
• Assist with the planning and coordination of internal and external meetings, events and off-site activities.
• Manage office supplies, equipment, and operational processes to maintain an effective working environment.
• Act as a key contact for external vendors and stakeholders, building and maintaining positive relationships.
• Handle incoming enquiries, calls, emails, and requests in a timely and professional manner.
• Identify and elevate urgent issues or deviations from standard operating procedures where appropriate.
• Maintain strict confidentiality when dealing with sensitive information and documentation.
• Support continuous improvement activities and contribute to the overall efficiency of the business.
• Embrace and promote positive change, ensuring knowledge and information are effectively managed and shared.
• Comply with all data security, risk management, regulatory and company policy requirements.

Job Requirements:

• Excellent verbal and written communication skills.
• Strong organisational and time management abilities, with the capacity to manage multiple priorities.
• Ability to build and maintain effective relationships across all levels of the organisation.
• High levels of discretion, professionalism and confidentiality.
• Strong attention to detail and accuracy.
• Flexible and collaborative approach to teamwork.
• Excellent working knowledge of Microsoft Office applications.
• A Diploma, degree or equivalent professional experience is desirable.
• Experience in developing and improving administrative processes and filing systems is desirable.
• Comprehensive knowledge of travel booking and itinerary management is desirable.
• Experience supporting senior executives or operating at a Senior Executive Assistant level is desirable.

What You’ll Love:

In this role, you'll enjoy a collaborative and supportive working environment, where your organisational skills and professionalism will be valued. You will have the opportunity to develop your career within a dynamic setting, contributing to continuous improvement while building strong working relationships across the organisation.