Executive Assistant

Vortex Companies, LLC; Greater London; On-site; GBP 30,000 - 55,000; Full time

Job summary

Vortex Companies, LLC is seeking an experienced Executive Assistant in Greater London to support senior leaders with complex calendars, travel planning and confidential administration.

You will draft communications, coordinate cross-functional meetings and contribute to project delivery while maintaining discretion and professional standards across internal and external partners.

Qualifications

• 3+ years supporting senior leaders in a fast-paced environment.
• Ability to manage multiple priorities and deadlines with precision.
• Excellent written and verbal communication; confident liaising at all levels.
• Strong command of Microsoft 365, Teams, SharePoint and digital tools.
• Proactive problem-solving and quick issue resolution.
• Discretion handling confidential information with professionalism.
• Skilled at building relationships across departments and partners.

Responsibilities

• Executive Support: manage calendars, coordinate meetings and brief executives.
• Communication Management: draft correspondence and manage inboxes.
• Meeting & Event Coordination: schedule and plan internal/external meetings and events.
• Travel & Logistics: arrange domestic/international travel and itineraries.
• Project Support: assist cross-department initiatives and track deadlines.
• Document & Presentation Preparation: create reports, packs and materials.
• Confidential Administration: maintain secure records and discretion.
• Team Coordination: support executives and align operations.

Skills

Executive Assistant Experience

Organisation & Prioritisation

Communication Skills

Tech Proficiency

Problem-Solving

Professionalism & Discretion

Stakeholder Management

Tools

Microsoft 365

Teams

SharePoint

Job description

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.