Executive Assistant

Calypso Search; Greater London; Hybrid; GBP 42,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Private health insurance

Job summary

Calypso Search is seeking an experienced Executive Assistant to support the Chief Operating Officer in a hybrid London-based role. You will manage the COO’s diary, coordinate meetings and travel, and prepare briefing materials to keep leadership informed and projects on track.

You will report directly to the COO, partnering with the CEO as required, and you will help drive governance, admin processes, and office coordination in a dynamic, entrepreneurial environment.

Qualifications

• Experience supporting senior executives in a fast-paced environment.
• Outstanding organisational and prioritisation skills.
• Excellent written and verbal communication; meticulous attention to detail.

Responsibilities

• Manage the COO's diary and coordinate meetings and travel.
• Prepare agendas, papers and supporting documentation for leadership meetings.
• Record actions, track follow-ups and ensure timely completion.
• Support governance and leadership reporting with clear, professional materials.
• Provide general executive office support to CEO as needed.

Skills

Diary management

Executive support

Travel coordination

Communication

Stakeholder management

Microsoft Office 365

Tools

Microsoft Office 365

MS Outlook

PowerPoint

Excel

Job description

Executive Assistant to the Chief Operating Officer

Location: Hybrid – office-based 2–3 days per week, with flexibility to attend more frequently when required

Contract: Full-time, Permanent

About the Opportunity

This is an exciting opportunity to join a growing, entrepreneurial business as Executive Assistant to the Chief Operating Officer. Sitting at the heart of the organisation, you will play a pivotal role in ensuring the smooth running of the executive office, providing exceptional support to the COO while also assisting the CEO where required.

This is far more than a traditional diary management role. We are looking for someone who enjoys variety, thrives on organisation and takes genuine ownership of their work. You will become a trusted partner to the leadership team, helping to keep projects moving, meetings running efficiently and the business operating seamlessly.

If you are proactive, highly organised and enjoy working in a fast-paced, collaborative environment where no two days are the same, this could be the perfect next step.

The Role

Working closely with the Chief Operating Officer, you will provide high-quality executive support, allowing them to focus on strategic priorities and business growth. Alongside traditional Executive Assistant responsibilities, you will coordinate leadership reporting, oversee business administration and ensure the executive office operates efficiently.

Key Responsibilities

Executive Support

• Manage the COO's busy diary, ensuring time is prioritised effectively.
• Coordinate meetings, prepare agendas, papers and supporting documentation.
• Record actions and decisions, ensuring follow-up and completion.
• Manage correspondence and administrative requests with professionalism and discretion.
• Arrange domestic and international travel, accommodation and itineraries.
• Carry out research and prepare briefing documents for meetings and projects.
• Anticipate upcoming requirements and proactively resolve issues before they arise.

Executive Office Support

• Provide diary and administrative support to the CEO as required.
• Help coordinate communication and priorities across the executive leadership team.
• Support the smooth running of the executive office, ensuring deadlines and actions remain on track.

Leadership Reporting & Governance

• Coordinate the monthly leadership reporting process.
• Collect and compile reports, presentations and board papers into clear, professional formats.
• Maintain annual calendars covering leadership meetings, governance requirements and key
• Track actions and follow up with stakeholders to ensure timely completion.Maintain organised records of meeting papers and company documentation.

Business & Office Coordination

• Coordinate insurance renewals and liaise with external advisers and brokers.
• Support governance and compliance administration, maintaining records and monitoring key deadlines.
• Take ownership of the day-to-day organisation of the office, ensuring it remains welcoming, well-stocked and running efficiently.
• Manage relationships with office suppliers, landlords and service providers.
• Oversee office supplies, refreshments and workplace facilities.
• Coordinate access to company storage and maintain accurate inventories.
• Support health & safety administration alongside relevant specialists.
• Assist with company events, internal meetings and wider business logistics.
• Provide general administrative support across the business, taking ownership of tasks that support the wider leadership team.

About You

You will be an experienced Executive Assistant or Senior Personal Assistant who enjoys working in a dynamic environment where you can genuinely make an impact.

You will have:

• Previous experience supporting senior executives in a fast-paced business.
• Outstanding organisational and prioritisation skills.
• Excellent written and verbal communication.
• A meticulous eye for detail and accuracy.
• Strong Microsoft Office 365 skills (Outlook, Word, Excel, PowerPoint and Teams).
• Confidence managing multiple priorities and changing demands.
• Experience working with external suppliers, advisers and confidential documentation.

We're Looking For Someone Who Is...

• Naturally proactive and always thinking one step ahead.
• Calm under pressure and able to adapt when priorities change.
• Highly trustworthy and comfortable handling confidential information.
• Confident communicating with senior stakeholders.
• Practical, resourceful and happy to roll up their sleeves.
• Organised, dependable and takes genuine ownership of their work.
• Collaborative, approachable and enjoys being part of a close-knit team.