Executive Assistant (Agency)

Propel; Greater London; Hybrid; GBP 45,000 - 60,000; Full time

Job summary

Propel seeks an experienced Executive Assistant to support the Founder & CEO in London. The role is hybrid, with travel as needed and weekly in-office coordination.

Around 80% of the role focuses on CEO support and 20% on workspace and events. You will manage a busy diary, draft executive communications, and coordinate international travel with discretion and professionalism.

Qualifications

• Five years’ experience supporting a founder, CEO or senior leader in the creative or marketing industry.
• Strong diary and inbox management with ability to prioritise and anticipate needs.
• Excellent written and verbal communication, including drafting in the CEO’s voice.
• Experience arranging complex international travel, events and hospitality.
• Support both business and personal needs with discretion and professionalism.

Responsibilities

• Manage a busy diary and inbox, prioritising requests and protecting time for key projects.
• Act as a trusted point of contact for clients, colleagues and partners with discretion.
• Prepare meeting briefs, agendas and supporting documents; track actions and follow-ups.
• Draft emails and communications in the CEO’s voice, ensuring tone and detail.
• Arrange UK and international travel, flights, hotels, transport and itineraries.
• Support relationships through follow-ups, client dinners, gifts and hospitality.
• Coordinate workspace bookings and team events; manage offsites.
• Keep documents, expenses and task lists organised; aid special projects.
• Use AI and digital tools to streamline administration and meeting prep.

Skills

Diary management

Inbox management

Executive support

International travel planning

Communication

Event coordination

Personal assistance

Discretion

Leadership materials prep

AI tools usage

Attention to detail

Tools

Google Workspace

Slack

Project tools

Expense tools

Job description

Executive Assistant to the Founder & CEO

London, hybrid - Once per week

Some UK and international travel

My client is a creative and marketing agency helping purpose-driven brands bring ideas to life through strategy, design, content, events and technology. A certified B Corp, they have a collaborative team that cares about its work and the people behind it.

They’re looking for an experienced, organised and proactive Executive Assistant to support their Founder & CEO, keeping their working and personal life running smoothly.

Around 80% of the role will focus on supporting the CEO, with the remaining 20% supporting the workspace and team events.

Responsibilities

• Manage a busy diary and inbox, prioritising requests, resolving clashes and protecting time for key projects.
• Act as a trusted point of contact for clients, colleagues and partners, handling sensitive information with discretion.
• Prepare meeting briefs, agendas and supporting documents, track actions and ensure follow-ups happen.
• Draft emails and other communications in the CEO’s voice, with strong attention to tone and detail.
• Arrange UK and international travel, including flights, hotels, transport and itineraries, adapting quickly when plans change.
• Support key relationships through thoughtful follow-ups, client dinners, gifts and hospitality.
• Manage personal appointments, household suppliers and private arrangements alongside business commitments.
• Coordinate workspace bookings, team events and offsites, ensuring venues and arrangements meet the team’s needs.
• Keep documents, expenses and task lists organised, and help deliver special projects.
• Use AI and digital tools to streamline administration, research and meeting preparation.

Skills Needed

• At least five years’ experience supporting a founder, CEO or senior leader in the creative or marketing industry.
• Strong diary and inbox management skills, with the ability to balance competing priorities and anticipate what’s needed.
• Excellent written and verbal communication, including confidence dealing with senior clients and drafting on someone else’s behalf.
• Experience arranging complex international travel, events and hospitality.
• Comfortable supporting both business and personal needs with professionalism and discretion.
• Confident preparing leadership meeting materials and following actions through to completion.
• Proficient in Google Workspace, Slack and project and expense tools, with practical experience using AI.
• Resourceful and calm under pressure, with sound judgement and the confidence to work independently.
• Warm, approachable and dependable, with excellent attention to detail and a thoughtful approach to looking after people.