Executive Assistant

Journey; City Of London; Hybrid; GBP 38,000 - 45,000; Full time

Job summary

A global design and innovation studio is seeking an Executive Assistant to support the COO and EMEA MD in London. This role involves complex diary management, email triage, and meeting preparation. The ideal candidate has over 3 years of experience supporting C-Suite executives and great organisational skills. The salary is between £38,000 and £45,000, depending on experience. This position is flexible within the London studios.

Qualifications

• Approximately 3+ years of experience as an Executive Assistant supporting C-Suite.
• Proven capability to multitask and coordinate a demanding workload.
• Experience managing complex travel arrangements.

Responsibilities

• Coordinate complex global diaries for COO and MD.
• Screen emails and coordinate meetings.
• Assist in meeting preparations and minute-taking.

Skills

Organisational skills

Prioritisation skills

Interpersonal skills

Attention to detail

Written communication

Verbal communication

Flexibility and adaptability

Numeracy and understanding of business financials

Tools

Google Suite

Slack

CRMs

Job description

Overview

We are looking for an Executive Assistant to the COO and EMEA MD at Journey, joining our expanding London studio and supporting the delivery of an ambitious portfolio of global design projects across industries and markets. The successful candidate will play a key role in the business‑critical coordination and administration of the executive’s time and capacity planning, communication, and travel. A particular challenge is balancing the needs between both busy executives.

Key Responsibilities

• Working closely with the COO and MD to understand priorities for time and preferred working style, adapting to each individual need.
• Complex global diary coordination, organising meetings—both conference/video calls and in‑person—and being reactive to schedule and/or availability changes.
• Screening and triaging emails, calls, and coordinating enquiries and requests.
• Welcoming guests to meetings and arranging catering, refreshments, and/or restaurant bookings as required on behalf of the COO and MD.
• Assisting the executives and their team with meeting preparation, including collating materials and information ahead of time or preparing decks or reports on their behalf.
• Minute‑taking in meetings and noting action points as required, disseminating those action points to other team members.
• Booking flights/accommodation and producing travel itineraries.
• Managing and submitting in a timely manner all business expenses for the COO and MD.
• Ad‑hoc internal project management on behalf of the executive, ensuring internal special initiatives with multiple senior stakeholders remain on track and raising issues to the executive if any are blocked.

Requirements

• Demonstrable high‑level experience (approximately 3+ years) as an Executive Assistant supporting Founder, Director, and/or C‑Suite level.
• Excellent organisational and prioritisation skills with a proven capability to multitask, coordinate a demanding workload, and remain agile to evolving and ever‑changing circumstances.
• Experience supporting a business leader to deliver business‑critical information across their interactions, including but not limited to creating presentation decks.
• Experience minuting meetings and diligently drawing out action notes for follow up.
• Experience acting as the first point of contact for a business leader, deciphering communication priorities.
• Experience sustaining key relationships with a variety of stakeholders and business‑critical networks, including hosting and catering as appropriate.
• Demonstrable experience managing complex travel and accommodation arrangements, including producing travel itineraries. Experience project managing operational initiatives.
• Ability to treat confidential information with absolute discretion.
• High levels of flexibility and adaptability.
• Strong interpersonal skills and attention to detail.
• Numerate, with coherence around business financials in order to populate metrics in reporting packages from tools like PowerBI (Training will be given).
• Strong skills across Google Suite tools, Slack, CRMs, and other organisational software.
• Strong written and verbal communication skills.

Desirable

• Experience working as an EA to multiple Directors and/or C‑Suite.
• Experience using presentation tools.
• Experience in a design studio or similar professional creative environment.

Contract & Compensation

Contract type: Permanent

Salary: £38,000‑£45,000 (dependent on experience)

Reporting & Work Location

Reports to: COO and EMEA MD at Journey

Place of work: Flexibly working across Journey's London Studios

About Journey

Journey is a global design and innovation studio pioneering multidimensional experiences that transform how people perceive, engage, and interact with the world. With studios in New York, London, Miami, and Dubai, we blend strategy, design, technology, and narrative to create sensory‑rich journeys that ignite emotion and deepen connections between people, brands, and culture.

We actively encourage people from a variety of backgrounds to apply for this role. We believe a diverse range of voices, experiences, and skills will help to inform, enrich, and develop our working practices.

All applicants must be eligible to work within the UK.