Executive Assistant

Jobtailor; Greater London; Hybrid; GBP 42,000 - 64,000; Full time

Job summary

Jobtailor, based in London, seeks a senior EA/PA to support the CEO with diary management, board liaison and governance tasks. You will draft and format documents, coordinate complex meetings, and handle confidential information with discretion.

The role requires exceptional English, MS Office mastery, and the ability to travel to the London office weekly while supporting the SLT and board activities.

Qualifications

• Significant experience as an EA, PA or senior administrator supporting a CEO, director or senior executive.
• Experience taking minutes and tracking actions for board/committee meetings.
• Excellent written English and clear drafting skills.
• Ability to draft well-structured documents, correspondence and presentations.
• Proficient in Word, PowerPoint, Excel and Outlook.
• Strong organisation and ability to manage multiple priorities.
• Discretion handling confidential or sensitive information.
• Proactive, solutions-focused with initiative.
• Excellent interpersonal skills with senior stakeholders and board members.
• Flexibility to travel and work from the London office weekly.
• Right to work in the UK and DBS check if required.
• Experience supporting board/governance processes is desirable.
• Qualifications in Business Admin or Executive PA practice are desirable.

Responsibilities

• Manage and prioritise the CEO's diary and calendar.
• Screen and triage correspondence, calls and requests as first point of contact.
• Coordinate complex diaries across multiple stakeholders.
• Book travel, accommodation, venues, costs and contingency plans.
• Prepare itineraries and briefing packs for meetings.
• Process CEO-related expenses and invoices.
• Attend CEO meetings and take accurate minutes and notes.
• Maintain action logs and report progress to the CEO.
• Organise meeting and away-day logistics (rooms, catering, materials, tech).
• Coordinate risk, issue and KPI updates with the PMO Lead.
• Liaise with the PMO Lead on scheduling and papers for project updates.
• Coordinate board and committee meetings, papers and deadlines.
• Take and produce board and committee minutes and follow-up actions.
• Maintain board actions and decisions trackers.
• Support CEO preparation for board cycles.
• Maintain confidentiality and document control over governance records.
• Draft documents, reports, briefings and PowerPoint presentations.
• Format and polish documents and slide decks.
• Review documents for accuracy, clarity and tone.
• Provide administrative support to Senior Leadership Team.
• Minute meetings for SLT members and provide ad hoc support.

Skills

Minute Taking

Diary Management

Document Drafting

Action Tracking

Governance Support

Confidential Information Handling

Board Meeting Coordination

Travel Coordination

Expense Processing

Logistics Organization

Interpersonal Skills

Education

Business Administration Qualification

Executive PA Practice Qualification

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

AI Tools

Job description

• Proactively manage and prioritise the CEO's diary
• Screen and triage correspondence, calls and requests as the CEO's first point of contact
• Build relationships with key internal and external contacts
• Coordinate complex diaries across multiple stakeholders
• Book and manage travel, accommodation, venues, costs and contingency plans
• Prepare itineraries and briefing packs
• Process CEO-related expenses and invoices
• Attend CEO meetings and take accurate minutes and notes
• Maintain action logs, chase owners and report progress to the CEO
• Organise meeting and away-day logistics, including rooms, catering, materials and technology
• Coordinate risk, issue and KPI updates with the PMO Lead
• Liaise with the PMO Lead on scheduling and papers for project or programme update meetings
• Coordinate board and committee meetings, papers and deadlines
• Take and produce board and committee minutes and follow up actions
• Maintain board actions and decisions trackers
• Support CEO preparation for board cycles
• Maintain confidentiality and document control over governance records
• Draft documents, reports, briefings and PowerPoint presentations
• Format and polish documents and slide decks
• Review documents and correspondence for accuracy, clarity, tone and fitness for purpose
• Provide proportionate administrative support to the Senior Leadership Team
• Minute meetings for SLT members
• Provide occasional diary, travel and document support for the SLT
• Maintain filing, contact and information systems for the CEO's office
• Handle sensitive and confidential information
• Undertake other duties commensurate with the role

Requirements

• Significant experience as an EA, PA or senior administrator supporting a CEO, director or other senior executive
• Experience taking minutes and tracking actions for senior-level or board/committee meetings
• Excellent written English
• Ability to draft clear, well-structured documents, correspondence and presentations
• Expert use of Microsoft Word, PowerPoint, Excel and Outlook
• Strong organisational skills and ability to manage multiple competing priorities under time pressure
• Sound judgement and discretion when handling confidential or sensitive information
• Proactive, solutions-focused approach and ability to use initiative
• Excellent interpersonal skills and confidence liaising with senior stakeholders, board members and external contacts
• Flexibility to travel to and work from the London office weekly
• Occasional flexibility around hours for travel, events or board meetings
• Right to work in the UK
• Successful appointees must undergo a DBS check
• Experience supporting board or governance processes (desirable)
• Relevant qualification in business administration or executive PA practice (desirable)
• Confident use of AI tools such as Microsoft Copilot, ChatGPT or Claude (desirable)
• Experience providing ad hoc support across a wider senior team (desirable)

Core Competencies

Demonstrates expertise in managing executive schedules, coordinating complex meetings, and maintaining confidentiality while providing comprehensive administrative support. Proficient in drafting documents and presentations, with strong organizational skills to handle multiple priorities effectively.

Highest-signal resume keywords

• Executive Administration Experience
• Minute Taking and Action Tracking
• Expertise in Microsoft Office Suite
• Strong Organizational Skills
• Interpersonal Skills with Senior Stakeholders

Hard Skills

• Minute Taking
• Document Drafting
• Action Tracking
• Travel Coordination
• Diary Management
• Expense Processing
• Logistics Organization
• Governance Support
• Confidential Information Handling
• Board Meeting Coordination

Soft Skills

• Interpersonal Skills
• Proactive Approach
• Sound Judgement
• Flexibility
• Solutions-Focused Mindset

Certifications & Qualifications

• Business Administration Qualification
• Executive PA Practice Qualification

Industry Keywords

• CEO Support
• Board Governance
• Senior Leadership Team
• Confidentiality
• Stakeholder Liaison

Tools & Technologies

• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Outlook
• AI Tools