Executive Assistant

Expedia, Inc.; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A global travel technology company is seeking a proactive Executive Assistant for 12 months to support senior executives. Responsibilities include travel coordination, calendar management, and organizing events. The ideal candidate has 3+ years of executive support experience and excellent communication skills. This role provides a great opportunity to impact a mission-driven organization within a diverse and inclusive environment.

Benefits

Full benefits package

Generous time-off

Flexible work model

Career development resources

Qualifications

• 3+ years executive support experience with senior executives.
• Ability to maintain integrity and discretion in confidential matters.
• Demonstrated sensitivity to diversity and inclusion.

Responsibilities

• Provide comprehensive support services to VPs.
• Coordinate all travel arrangements efficiently.
• Manage daily schedules and set up personal appointments for executives.

Skills

Executive support experience

Verbal and written communication

Advanced skills in Microsoft Office

Judgement and discretion

Organizational skills

Technical proficiency

Tools

Basecamp

SharePoint

Workday

Job description

Expedia Group brands power global travel for everyone, everywhere. We design cutting-edge tech to make travel smoother and more memorable, and we create groundbreaking solutions for our partners. Our diverse, vibrant, and welcoming community is essential in driving our success.

Why Join Us?

To shape the future of travel, people must come first. Guided by our Values and Leadership Agreements, we foster an open culture where everyone belongs, differences are celebrated and know that when one of us wins, we all win.

We provide a full benefits package, including exciting travel perks, generous time-off, parental leave, a flexible work model (with some pretty cool offices), and career development resources, all to fuel our employees' passion for travel and ensure a rewarding career journey. We’re building a more open world. Join us.

Executive Assistant (12 months FTC)

We are seeking a proactive and highly organized Executive Assistant to join our People & Places team, supporting up to three executives with day-to-day operations, including domestic and international travel coordination, calendar management, and organizing high-level meetings and special events. The ideal candidate is a polished, self-motivated professional with strong communication, administrative, and organizational skills who thrives in a fast-paced, results-driven environment, balancing multiple priorities while maintaining discretion with sensitive matters. As a trusted partner to our executives and their teams, you will anticipate needs and provide seamless support, taking initiative in handling a wide range of administrative tasks and ad hoc projects. Success in this role requires exceptional problem-solving skills, sound judgment, adaptability, and the ability to communicate effectively across all levels. If you are looking to make an impact in a mission-driven organization, this is a great opportunity for you.

What you'll do:

• Provide comprehensive support services to VPs, ensuring outstanding communication, responsiveness, and execution
• Receive multiple information requests and anticipate information monitoring needs.
• Use information management tools (e.g. Basecamp, SharePoint, Workday, Streams) and document standard processes for sharing information using those tools (e.g., how to send a link to information/files and track receipt).
• Use organized systems to store or archive information/files as appropriate, and follow company protocols for disposing of sensitive information.
• Orchestrate logistics for team events both onsite and offsite teams including catering, room setup, and room planning.
• Manage administrative tasks for implementation of employee engagement activities/events.
• Continuously review personal results against desired standards and take corrective action to ensure success.
• Proactively take on assignments to stretch own capabilities and contribute to overall team performance levels.
• Develop understanding of organizational terminology, org structure of whole company.
• Ensure there is coverage during absence. Provide coverage for peers when absent.
• Balance several projects and tasks simultaneously with minimal error and without losing track of important details or deliverables.
• Recognize inefficiencies in process and make independent and scalable recommendations/changes to improve efficiency.
• Consider team members’ time commitments in creating schedules and planning meetings.
• Track deadlines and follow up with team members to ensure deadlines are successfully met.
• Act as go-to point of contact for all internal and external communications; fielding emails and messages and managing correspondence as appropriate.
• Attend offsite meetings and take notes.
• Manage daily schedules and set up personal appointments for the executives.
• Coordinate all travel arrangements, including itineraries, flight check-in, transportation to and from airport, etc.
• Manage group calendar for team.
• Build strong relationships across the organization with internal and external stakeholders.
• Handle confidential information with integrity.
• Connect with extended EA teams to proactively plan team's calendar needs.
• Connect with team members to ensure that their leader's calendar is best accommodating the team's needs.
• Process expenses, handle vendor set-up and corporate credit card reconciliation.
• Handle vendor set up and invoicing for suppliers not paid through credit card.

Who you are:

• 3+ years executive support experience, including supporting senior executives
• Excellent verbal and written communication skills. Ability to speak and write with professionalism and tact in a wide range of circumstances
• Advanced skills in Microsoft Office
• Judgement to make appropriate, informed decisions regarding priorities, time, and communication. Able to maintain a high level of integrity and discretion in handling confidential information
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff and community leaders
• Demonstrated sensitivity to diversity, equity, and inclusion
• Exceptional organizational skills, follow-through, and attention to detail
• High initiative, productivity, and agility. Ability to complete a high volume of tasks and projects with limited guidance. Ability to switch gears and react with appropriate speed to situations and events that require quick response or turnaround
• Technical proficiency to rapidly learn software and troubleshoot/solve technical problems

Expedia is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, religion, gender, sexual orientation, national origin, disability or age.