Executive Assistant

Shoptalk; Greater London; On-site; GBP 55,000 - 75,000; Full time

Job summary

Hyve, a London-based leader in B2B events, is hiring an Executive Assistant to provide proactive, high-level support to the Chief of Staff in a fast-paced, global setting.

You will manage complex calendars, coordinate domestic and international travel, prepare briefing materials and assist with leadership meetings and events. Confidentiality, initiative, and strong communication are essential. The role is hybrid with three days in the London office, and some travel may be required.

Qualifications

• Experience as a PA or EA supporting C-suite executive
• Proven ability to manage complex calendars, shifting priorities and high volumes of confidential information in a fast-paced environment.
• Strong experience organising complex domestic and international travel, including detailed itineraries and visa requirements.
• Advanced proficiency in Microsoft 365, including Outlook, PowerPoint, Word, Excel and Teams; and confidence learning new systems.

Responsibilities

• Manage complex and frequently changing calendars for Chief of Staff, balancing competing priorities, global time zones and business-critical commitments.
• Act as a proactive gatekeeper and point of contact, prioritising requests, resolving conflicts and ensuring the Chief of Staff’s time is focused on high-value activities.
• Anticipate upcoming priorities, deadlines, risks and information needs, ensuring Chief of Staff is appropriately prepared.
• Coordinate internal and external meetings, including agendas, briefing materials, pre-reads, room or virtual arrangements and follow-up.
• Track decisions, actions and deadlines from leadership meetings and follow up with owners to maintain momentum.
• Arrange domestic and international travel, including flights, accommodation, ground transportation, visas and detailed itineraries.
• Prepare and process expenses, invoices and purchase orders accurately and on time.
• Build strong working relationships with leadership teams, employees, partners and other stakeholders.
• Handle sensitive information with confidentiality and discretion.
• Support planning and delivery of leadership meetings, town halls, team offsites and company events.
• Collaborate with other Executive Assistants to provide cover for the senior leadership team.

Skills

Calendar management

Executive support

Travel coordination

MS 365

Tools

Microsoft 365

Job description

Executive Assistant

Reports to: Chief of Staff

Location: London, Hybrid (3 days per week in office)

Job status: Full-time, Permanent

A bit about us

We’re Hyve - organiser of the world’s fastest-growing and most forward-thinking B2B events.

As the chosen event partner to many of the world’s leading companies, our platforms play a critical role in their strategies - helping them enter new markets, accelerate growth and connect with the people who matter most.

Our portfolio features some of the world’s leading events in sectors like ecommerce, healthcare, edtech, and fintech. We’re growing fast with an entrepreneurial culture that empowers big ideas and quick action, plus an ambitious acquisition strategy bringing exciting new events into our mix.

Alongside our market-leading events, we’re building tech and data-driven products that supercharge connections – from one-to-one meeting programs and curated table talks to year-round engagement platforms.

Whatever your role, you’ll join a global team redefining how industries connect, collaborate, and grow – working with some of the most talented people in the business.

Think that sounds good? Wait until our talent acquisition team tells you about the culture.

A bit about you

First things first: whatever your background, beliefs or ambitions, there’s a culture of belonging at Hyve — and everyone is welcome. The question isn’t where you’ve come from, but where you want to go.

You’ll thrive here if you’re curious, collaborative and not afraid to challenge convention. We look for people who take pride in what they do, who are excited by change and always moving forward. The kind of people who stay open, keep learning, and look for better ways to make an impact.

Our shared behaviours guide how we work: we dare to do things differently, own our work, embrace collaboration, stay true to ourselves and others, and remember that optimism wins.

If that sounds like you, you’ll fit right in.

Role Purpose

The Executive Assistant will provide high-level, proactive support to the Chief of Staff at Hyve. Acting as a trusted partner and central point of coordination, this individual will protect the Chief of Staff’s time, anticipate needs, keep priorities moving, enabling them to operate effectively across complex, fast-paced global businesses.

Key Responsibilities

• Manage complex and frequently changing calendars for Chief of staff, balancing competing priorities, global time zones and business-critical commitments.
• Act as a proactive gatekeeper and point of contact, using sound judgment to prioritize requests, resolve conflicts and ensure the Chief of Staff’s time is focused on the highest-value activities.
• Anticipate upcoming priorities, deadlines, risks and information needs, ensuring Chief of Staff is appropriately prepared.
• Coordinate internal and external meetings, including agendas, briefing materials, pre-reads, room or virtual arrangements and appropriate follow-up.
• Track decisions, actions and deadlines arising from leadership meetings, following up with owners to maintain momentum and accountability.
• Arrange domestic and international travel, including flights, accommodation, ground transportation, visas where required and detailed itineraries, including contingency planning.
• Prepare and process expenses, invoices and purchase orders accurately and on time, in line with company policies.
• Build strong working relationships with leadership teams, employees, partners and other multi-level external stakeholders.
• Handle sensitive business, commercial and people-related information with the highest level of confidentiality and discretion.
• Support the planning and delivery of leadership and team meetings, town halls, team offsites, dinners, company events and other key business moments.
• Collaborate with other Executive Assistants and provide appropriate cover to ensure consistent support across the senior leadership team.

Skills and Experience Required

• Experience as a PA or EA supporting C-suite executive
• Proven ability to manage complex calendars, shifting priorities and high volumes of confidential information in a fast-paced environment.
• Strong experience organising complex domestic and international travel, including detailed itineraries and visa requirements.
• Advanced proficiency in Microsoft 365, including Outlook, PowerPoint, Word, Excel and Teams; and confidence learning new systems.

Personal competencies and qualities

• Exercises excellent judgment and handles confidential matters with complete discretion.
• Highly proactive and anticipates needs, risks and next steps rather than waiting to be directed.
• Confidently manage senior relationships and communicate professionally with stakeholders at every level.
• Highly organised, calm under pressure and able to prioritise competing demands without losing attention to detail.
• Practical, solutions-focused approach and is comfortable working through ambiguity and rapid change.
• Resilient, flexible and willing to take ownership of tasks both large and small.
• Builds trust quickly and works collaboratively across different teams and locations.
• Available to work from the London office in line with business and executive needs, with flexibility around key meetings. Some global travel may be required.