Executive Assistant

Bauer Media Outdoor UK; Greater London; Hybrid; GBP 42,000 - 65,000; Full time

Benefits offered by this job

Paid holidays

Bonus

Pension

Healthcare

Life insurance

Cycle to work

Maternity leave

Paternity leave

Job summary

Bauer Media Outdoor UK is seeking an experienced Executive Assistant to support four Directors in our International business unit. You will manage complex diaries, travel, expenses, and high-priority communications with discretion and professionalism.

This role is London-based with a hybrid schedule (3 days in the office). You will coordinate internal and external meetings, assist with events, and act as a key liaison across teams to ensure smooth operations and timely delivery of priorities.

Qualifications

• Experience supporting senior leaders and managing complex diaries
• Organised, proactive with strong ownership of tasks
• Independent worker but collaborative team player
• Excellent people skills and relationship-building across levels
• Ability to handle sensitive information with discretion
• Willingness to learn and adapt quickly to new tasks

Responsibilities

• Diary management for Directors and coordinating with other EAs and stakeholders
• Booking travel and accommodation, updating plans and coordinating logistics
• Organizing expenses for the Directors and entering into Concur for processing
• Coordinating internal and external meetings, booking rooms and arranging catering
• Event management for team breakfasts, department days, and larger events like quarterly meetings
• Liaising with the travel management company, setting up profiles and processing invoices
• Processing purchases and supplier setup on OneTrust and reconciling dept credit card
• Supporting the legal team with registrations and training fund accounts

Skills

Diary management

Stakeholder management

Travel coordination

Executive support

Communication

Discretion

Tools

Concur

OneTrust

Job description

What's In It For You

• 25 paid holidays + bank holidays
• 10% bonus
• Company Pension Scheme paid up to 8%
• Healthcare Cash Plan
• Life Insurance and group income protection scheme
• Cycle to work scheme
• Enhanced Maternity & Paternity Cover

Our mission is to create tech that makes a difference, empowers teams, delights customers, and shapes the media world of tomorrow

About The Role

You’ll be supporting four Directors in our International business unit - Chief People Officer, Chief Information Officer, Chief Performance Officer and Head of Legal, UK & Europe. This is a high-functioning EA role where you’ll need to be confident managing priorities, juggling multiple stakeholders, and building strong relationships quickly.

We’re one of the leading media advertising companies with over 33,000 advertising sites across the UK and EU. As part of the global Bauer Media Group, we’re committed to being both a platform for brands and a platform for good. From Netflix, Disney, The National Lottery, Heineken and many more, we advertise for some of the best brands which reach millions of people every day! We don’t just sell space, we deliver impact for our clients and value for the communities we serve.

London - 3 days a week | Salary for this role is dependent on your experience, you’ll also receive bonus + benefits

What You’ll Be Doing

• Diary management for the Directors, liaising with other EAs and people across the business to ensure effective time management
• Booking travel and accommodation, keeping plans up to date and coordinating logistics as needed
• Organizing expenses for the Directors, collating receipts and entering into Concur (expenses system) for processing claims
• Coordinating internal and external meetings for booking rooms, liaising with attendees, arranging catering etc
• Event Management: Managing logistics and attendance lists for small events such as team breakfasts, department team days, co-ordination for larger events such as Tech Quarterlies, BMOI Christmas lunch - sourcing venues, co-ordinating with suppliers and ensuring that everything runs smoothly
• Act as liaison with the travel management company, setting up travel profiles, co-ordinating billing and invoices and dealing with any errors or queries
• Processing purchases and invoices for the departments, including setting up new suppliers on the OneTrust system as required, reconciling dept credit card
• Supporting the legal team with annual registrations and training fund account - submitting applications and processing invoices accordingly

What You’ll Bring To The Team

• You’ve supported senior leaders before and know how to manage complex diaries, expenses, and travel with confidence
• You’re organized, proactive and take real ownership of your work
• You’re comfortable working independently, but also enjoy being part of a close-knit team
• You’re great with people, personable, professional and able to build strong relationships at all levels
• You’re confident handling sensitive information with discretion
• You’re happy to jump into new things, support others and bring a flexible mindset to your day-to-day

We believe in fairness and as an equal opportunities employer we work hard to foster an inclusive environment, a place where you can truly be yourself and be treated fairly. We're interested in what you can do, not just what you've done. Even if you don't meet every requirement listed, we'd still love to hear from you!