Executive Assistant

United States Digital Space LLC; Greater London; On-site; GBP 45,000 - 65,000; Full time

Job summary

Luma AI in London is seeking an experienced Executive Assistant to build the operational backbone for our European expansion. You will act as a strategic partner to the Head of EMEA and ensure seamless coordination between the US HQ, EMEA, and the Middle East.

This role focuses on proactive problem solving, calendar management, travel logistics, and high-stakes events. You’ll work across Slack, Notion, and Google Workspace, delivering world-class support in a fast-paced, ambiguous environment.

Qualifications

• 7+ years as EA or EBP supporting regional leadership in US-headquartered tech companies.
• Proactive problem-solving mindset with ownership in fast-paced settings.
• Excellent communication and ability to operate in ambiguity.

Responsibilities

• Act as strategic partner and gatekeeper for Head of EMEA.
• Serve as primary cultural and operational bridge across US HQ, EMEA, and ME.
• Provide administrative and operational support to Head of EMEA (75%) and leadership (25%).
• Manage complex calendars, travel, and regional events.
• Identify and solve operational challenges with scalable solutions.
• Handle VIP logistics and stakeholder management in EMEA.
• Coordinate across time zones with UK peak 4 PM–10 PM for PST alignment.

Skills

Executive support

Strategic partnership

Problem solving

High agency

Cross-cultural comms

Calendar management

Tools

Slack

Notion

Google Workspace

Job description

About Luma AI:

Luma's mission is to build multimodal AI to expand human imagination and capabilities. We believe that multimodality is critical for intelligence. To go beyond language models and build more aware, capable and useful systems, the next step function change will come from vision. So we are working on training and scaling up multimodal foundation models for systems that can see and understand, show and explain, and eventually interact with our world to effect change.

Where You Come In:

This is a call to the operational architects of Luma's next creative frontier. As our UK Executive Assistant, you won't just manage schedules; you will build the foundational operational backbone for our expansion into Europe. This is a rare opportunity to be the cultural and operational bridge in an ambiguous environment where your impact will directly transform our technological marvel into an indispensable tool for the world's leading creators.

What You'll Do:

This is a 0-to-1 opportunity, not a maintenance role. You will:

• Act as a strategic partner and gatekeeper, enabling effective strategic prioritization for our Head of EMEA.

• Serve as the primary cultural and operational bridge, ensuring fluid communication and collaboration between our US HQ (PST), EMEA, and Middle East teams.

• Provide comprehensive administrative and operational support to our Head of EMEA (75%) and the broader EMEA leadership team (25%).

• Manage complex calendars, orchestrate intricate travel logistics, and coordinate high-stakes regional events, optimizing executive time and operational efficiency.

• Proactively identify and solve operational challenges, creating scalable solutions from scratch in an ambiguous, fast-paced environment.

• Handle high-stakes logistics and VIP stakeholder management, ensuring a world-class experience for all Luma partners and visitors in EMEA.

• Operate with flexibility during unsociable hours to accommodate collaboration across global time zones, particularly the 4 PM - 10 PM UK peak for PST alignment.

Who You Are:

A minimum of 7 years of professional experience as an Executive Assistant or Executive Business Partner, supporting regional leadership for US-headquartered high-growth technology companies.

A proven "builder" with a proactive problem-solving mindset and a demonstrated history of driving tangible, high-impact results in fast-paced, resource-constrained settings.

Exceptional "high agency" and clarity, with the ability to thrive in ambiguity, adapt quickly, and take extreme ownership of work end-to-end.

Crisp, high-energy communication skills, with the ability to act as a trusted proxy for the executive.

Expert proficiency in modern collaboration tools including Slack, Notion, and Google Workspace.

A relentless executor who can point to specific operational outcomes they personally owned and delivered, proving their ability to execute without an established playbook.

What Sets You Apart (Bonus Points):

Direct experience in setting up new offices or organizing regional offsites for a growing organization.

Experience in fast-paced creative & media technology companies (e.g., Spotify, TikTok, Netflix, Snap Inc.).

Background in Venture Capital or Private Equity operations, handling high-stakes logistics and VIP stakeholders.

Fluency in Arabic, French, or German.

A demonstrated passion for creative technology and Luma's mission to expand human imagination and capabilities.