Executive Assistant

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

Job summary

Vortex Companies in London is seeking an Executive Assistant to provide high‑level support to the leadership team, ensuring calendars run smoothly and executives stay focused on strategic priorities. You will manage complex calendars, coordinate meetings and events, arrange domestic and international travel, and prepare briefing packs.

You will draft correspondence and maintain confidential records with absolute discretion.

Qualifications

• Executive Assistant experience: 3+ years supporting senior leaders in a fast‑paced environment.
• Organization & prioritisation: manage multiple priorities and deadlines with precision.
• Communication skills: excellent written and verbal communication; liaising at all levels.
• Tech proficiency: strong command of Microsoft 365, Teams, SharePoint, and digital tools.
• Problem-solving: proactive mindset with ability to anticipate needs and resolve issues quickly.
• Professionalism & discretion: handle confidential information responsibly.
• Stakeholder management: build strong relationships across departments and external partners.

Responsibilities

• Executive support: manage calendars, coordinate meetings, brief executives.
• Communication management: draft correspondence and manage inboxes.
• Meeting & event coordination: schedule and execute meetings, workshops, events.
• Travel & logistics: arrange domestic and international travel, itineraries, accommodation.
• Project support: assist cross‑departmental initiatives and track deadlines.
• Document & presentation prep: create reports, packs, meeting materials.
• Confidential administration: handle sensitive information and secure records.
• Team coordination: support executive team with scheduling and alignment.

Skills

EA Experience

Organization

Communication

Tech Proficiency

Problem Solving

Discretion

Stakeholder Management

Tools

Microsoft 365

Teams

SharePoint

Digital tools

Job description

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.