Executive Administrative Assistant

Inspiring Interns; London; On-site; GBP 35,000 - 55,000; Full time

Job summary

A leading agency in London is seeking an Executive Assistant to provide high-level administration support to the CEO. The ideal candidate will have 4-7 years' experience and exceptional organisational, communication, and interpersonal skills. This role involves managing schedules, handling correspondence, and ensuring smooth operations in a creative and collaborative environment offering career growth. Flexibility for working irregular hours is essential.

Benefits

Flexible work with 3 days in the office

Training and mentorship program

Career growth in a dynamic agency

Creative and collaborative environment

Qualifications

• 4-7 years of executive administration experience supporting senior/C-suite professionals.
• Native or professional fluency in English; additional languages (especially Mandarin) are a plus.
• Experience overseeing budgets and expenses.

Responsibilities

• Manage professional and personal scheduling for the CEO; coordinate travel arrangements.
• Handle communication management and meeting coordination.
• Serve as the office admin and manage office operations.

Skills

Organisational skills

Communication skills

Interpersonal skills

Time management

Problem-solving

Flexibility

Tools

Microsoft365

SharePoint

CRM tools

Gsuite

Zoom

Job description

Responsibilities

• High-level Administration Support to the CEO: Manage professional and personal scheduling for the CEO, including agendas, mail, email, phone calls, client management, and other company logistics. Arrange travel and accommodations, liaising between the CEO and internal teams based on client work. Maintain professionalism and strict confidentiality with all materials.
• Calendar and Schedule Management: Organise and optimise daily, weekly, and monthly schedules; manage appointments, meetings, and events; prioritise meetings to ensure effective use of the executive’s time.
• Communication Management: Screen and respond to emails, calls, and messages; draft and edit correspondence on behalf of the executive; act as a gatekeeper and liaison with internal teams and external partners and clients.
• Meeting Coordination: Schedule meetings, set agendas, take and distribute detailed meeting notes; follow up on action items and deadlines.
• Travel Management: Coordinate travel arrangements (flights, hotels, transportation); manage travel itineraries and make adjustments as required; handle visa requirements or travel documents. Provide travel booking support to internal staff and manage travel awards programs.
• Financial Management: Process the CEO’s expense reports; track and approve invoices.
• Executive-Level Discretion: Maintain confidentiality; anticipate the executive’s needs and preferences; act as a trusted advisor for decisions.
• Problem Solving and Crisis Management: Handle last-minute changes or emergencies calmly; find solutions and adapt plans; keep the executive informed.
• Office Operations: Serve as the office admin at the London and Cambridge offices as needed. Order supplies, verify receipt, manage office space or virtual workplaces, coordinate with facilities management.

Skills and Experience

• Flexibility to work irregular hours, including evenings and weekends.
• 4-7 years of executive administration experience supporting senior/C-suite professionals.
• Native or professional fluency in English; additional languages, especially Mandarin, a plus.
• Strong organisational, communication, and interpersonal skills.
• Excellent time management and ability to handle multiple projects.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping.
• Professional judgment, collaboration skills, and high professionalism.
• Flexibility to shift focus quickly and juggle tasks.
• Experience overseeing budgets and expenses.
• Proficiency in Microsoft365, SharePoint, Office Suite, CRM tools, Gsuite, Zoom, etc.

Why Us?

• Flexible work with 3 days in the office.
• Training and mentorship program.
• Career growth in a dynamic agency.
• Creative and collaborative environment.

Note: If you do not hold a passport for the country of the vacancy, a work permit may be required. For more info, check our Blog. Do not include bank or payment details in your application. Apply via the 'Apply now' button. Created on 22/06/2025 by TN United Kingdom.