Executive Assistant

Realex Payments; City of Westminster; Hybrid; GBP 60,000 - 85,000; Full time

Job summary

Realex Payments is seeking an Executive Assistant to support three Executive Leads in a fast-paced, global payments environment. You will manage complex calendars, coordinate travel, and oversee expense workflows while maintaining confidentiality and sound judgment.

The role requires exceptional prioritization, discretion, and superb written and oral communication. You will work in a hybrid model with 2–3 days in the office, partnering closely with executive leaders to enable strategic

Qualifications

• Experience supporting three Executive Leads in a complex, matrixed organization.
• Exceptional prioritization and discretion in handling confidential information.
• Excellent written and verbal communication skills.
• Proficiency with enterprise systems and collaboration tools: Workday, Oracle, Outlook, PowerPoint.

Responsibilities

• Manage complex global calendars for three Executive Leads, balancing competing priorities and acting as a gatekeeper for executive time.
• Coordinate domestic and international travel, including bookings, approvals, accommodations, and ground transportation per policy.
• Prepare, submit, and track expense reports, purchase orders, and invoices in line with policy and timelines.
• Coordinate materials for leadership meetings, such as executive reviews and board-level content; track deliverables and follow-ups.
• Draft emails, presentations, and briefing materials; support cross-functional communications for Executives.
• Provide coverage for other leaders, ensuring detailed handovers and continuity of support.

Skills

Calendar management

Executive support

Communication

Discretion

Time management

Tools

Workday

Oracle

Outlook

PowerPoint

Job description

Make your mark at one of the biggest names in payments. We're looking for an Executive Assistant to join our ever evolving team and help shape the future of global commerce. What you will own: The Executive Assistant (EA) provides high-level, strategic, and administrative support to three Executive Leads, operating in a 1:3 support model, acting as a trusted partner to each supported leader the EA enables executive effectiveness by optimizing time, supporting sound decision-making, and ensuring operational rigor. This role requires exceptional prioritization, discretion, and judgement. The EA balances the needs of multiple senior leaders while working within clearly defined expectations, policies, and governance frameworks. Support Model & Scope

• The Executive Assistant supports three Executive Leads concurrently
• Support is leader-focused and is not intended to extend to broader teams as standard
• The EA partners closely with each supported Executive Lead to understand priorities, objectives, and preferred working styles
• Weekly connection points and clear prioritization are essential to ensuring the success of this multi-leader model

Executive & Administrative Support

• Manage complex global calendars for three Executive Leads, balancing competing priorities and acting as a gatekeeper for executive time
• Proactively assess meeting and scheduling requests to ensure alignment with business priorities and effective use of executive time
• Coordinate domestic and international travel, including bookings, approvals, accommodations, and ground transportation in accordance with Travel & Expense policy
• Prepare, submit, and track expense reports, purchase orders, and invoices in line with policy and timelines
• Act as a delegate in enterprise systems (including Workday, Oracle, and others), approving expense reports in accordance with company policy
• Provide coverage for other leaders within the organization, as required, to cover EA team absences providing detailed handovers to EA team members upon return

Strategic & Business Support

• Prepare and coordinate materials for leadership meetings, such as executive reviews, operating meetings, and board-level content
• Track key deliverables, action items, and follow-ups across supported Executive Leads
• Support executive communications, including drafting emails, presentations, and briefing materials
• Coordinate cross-functional activities on behalf of Executive Leads, ensuring clarity, follow-through, and professionalism
• Handle highly sensitive and confidential information with discretion and sound judgment

Events & Coordination

• Plan and coordinate internal and external meetings, offsites, and customer or leadership events
• Manage logistics including venue selection, vendor coordination, budgeting, invitations, and attendee communication
• When Executive Leads are visiting other office locations, coordinate meeting rooms, catering, travel logistics, and local arrangements

Team & Talent Support

• Support onboarding for new hires within the supported Executive Leads' organization (i.e. direct report roles)
• Coordinate first-day logistics and provide guidance to new team members on processes, tools and ways of working

Ways of Working

• Operates within a clearly defined scope of responsibilities, aligned to the EA Playbook
• Works in partnership with supported Executive Leads, adapting support based on business cycles and priorities
• Adheres to company policies, governance, and hybrid working expectations (2-3 days in office)
• Provides coverage planning and effective handovers to ensure continuity of support

Experience Supporting Senior Executives in a Complex, Matrixed Organization

• Demonstrated ability to support multiple senior leaders simultaneously
• Exceptional organization, prioritization, and time-management skills
• Strong judgment and discretion when handling confidential information
• Excellent written and verbal communication skills
• Proactive, solution-oriented mindset with high attention to detail
• Proficiency with enterprise systems and collaboration tools (e.g., Workday, Oracle, Outlook, PowerPoint)

Globalpayers think like a client, act like an owner and win as one team. We're curious and innovative - always finding better ways to deliver impact. We empower each other to make decisions, and it's our passion that drives excellence in everything we set out to do.