Executive Assistant

Vortex Companies, LLC; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

Vortex Companies, LLC in London is seeking an organised, proactive Executive Assistant to support senior leadership. You will manage complex calendars, coordinate meetings and briefings, and ensure executives are fully prepared to focus on strategic priorities.

The role requires discretion, excellent communication, and the ability to anticipate needs in a fast-paced environment. You will coordinate travel, prepare reports and presentations, and help align the wider executive team across

Qualifications

• 3+ years supporting senior leaders in a fast-paced environment.
• Excellent written and verbal communication; confident liaising at all levels.
• Organisation and prioritisation to manage multiple priorities and deadlines with precision.
• Demonstrated ability to handle confidential information responsibly.

Responsibilities

• Executive Support - Manage complex calendars, coordinate meetings and ensure executives are fully briefed and prepared.
• Communication Management - Serve as a primary point of contact between executives, internal teams and external partners; draft correspondence and manage inboxes.
• Meeting & Event Coordination - Schedule, plan and execute internal and external meetings, workshops, and team events.
• Travel & Logistics - Arrange domestic and international travel, itineraries, accommodation and expense reconciliation.
• Project Support - Assist with cross-departmental initiatives, track deadlines and support project delivery.
• Document & Presentation Preparation - Create reports, presentations, briefing packs, and meeting materials.
• Confidential Administration - Handle sensitive information with absolute discretion and maintain secure record-keeping.
• Team Coordination - Support the wider executive team with scheduling, communication flow and operational alignment.

Skills

Executive Assistant Experience

Organisation & Prioritisation

Communication Skills

Tech Proficiency

Problem-Solving

Professionalism & Discretion

Stakeholder Management

Tools

Microsoft 365

Teams

SharePoint

Job description

Executive Assistant

Vortex Companies, LLC London, England, United Kingdom

About this position

McAllister, A Vortex Company, is a fast-growing infrastructure leader delivering cutting‑edge trenchless technologies and turnkey services.

We’re looking for an organised, proactive, and highly professional Executive Assistant to join our London team. This role requires exceptional organisational capability, discretion, and the ability to anticipate needs in a fast‑moving environment.

The EA will act as a central coordination point for leadership, ensuring smooth day‑to‑day operations and enabling executives to focus on strategic priorities.

If you thrive on organisation, communication, and making a real impact, this could be the opportunity for you.

Key Responsibilities

• Executive Support - Manage complex calendars, coordinate meetings and ensure executives are fully briefed and prepared.
• Communication Management - Serve as a primary point of contact between executives, internal teams and external partners draft correspondence and manage inboxes.
• Meeting & Event Coordination - Schedule, plan and execute internal and external meetings, workshops, and team events.
• Travel & Logistics - Arrange domestic and international travel, itineraries, accommodation and expense reconciliation.
• Project Support - Assist with cross‑departmental initiatives, track deadlines and support project delivery.
• Document & Presentation Preparation - Create reports, presentations, briefing packs, and meeting materials.
• Confidential Administration - Handle sensitive information with absolute discretion and maintain secure record‑keeping.
• Team Coordination - Support the wider executive team with scheduling, communication flow and operational alignment.

Required Skills & Experience

• Executive Assistant Experience - 3+ years supporting senior leaders in a fast‑paced environment.
• Organisation & Prioritisation - Ability to manage multiple priorities and deadlines with precision.
• Communication Skills - Excellent written and verbal communication; confident liaising at all levels.
• Tech Proficiency - Strong command of Microsoft 365, Teams, SharePoint, and digital collaboration tools.
• Problem‑Solving - Proactive mindset with the ability to anticipate needs and resolve issues quickly.
• Professionalism & Discretion - Demonstrated ability to handle confidential information responsibly.
• Stakeholder Management - Skilled at building strong relationships across departments and external partners.

Preferred Qualifications

• Experience supporting multiple executives simultaneously
• Background in corporate, professional services, or high‑growth environments
• Project coordination or operations experience

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.

We are a fair chance employer.