Executive Assistant and Office Manager

Trinity Resource Solutions; Uxbridge; On-site; GBP 45,000 - 65,000; Full time

Job summary

Trinity Resource Solutions is seeking an experienced Executive Assistant to provide high-level support to the EMEA General Manager and the EMEA Leadership Team in a fast-paced, international organisation.

In this role you will manage complex diaries, coordinate international travel, prepare confidential communications and format presentations, reports and briefing materials while maintaining discretion and building strong relationships with senior stakeholders across the UK and beyond.

Qualifications

• Significant experience supporting senior executives (VP/GM/C-suite or board level).
• Experience in multinational or international organisations.
• Excellent diary, meeting and international travel management experience.
• Strong written and verbal communication skills.
• Experience producing high-quality presentations, reports and briefing documents.
• Excellent Microsoft Office skills (Word, Excel, PowerPoint).
• Strong organizational and time-management skills; ability to handle multiple priorities.
• Confidentiality, discretion and independent working style.
• Experience coordinating facilities, office services or supplier relationships is advantageous.

Responsibilities

• Provide proactive, high-level administrative support to the EMEA General Manager and senior leadership team.
• Manage complex diaries, meetings and international travel arrangements.
• Coordinate EMEA leadership meetings, including agendas, papers, minutes and follow-up actions.
• Prepare confidential correspondence, presentations, reports, briefing documents and business communications.
• Act as a key point of contact for senior executives, customers, suppliers and internal stakeholders.
• Organise senior leadership meetings, conferences, events and off-site activities.
• Coordinate international surveys, customer meetings and other senior-level business activities.
• Manage executive expenses and ensure documentation is accurate and processed efficiently.
• Maintain effective communication and correspondence on behalf of senior executives.
• Support the management of travel agencies, hotels, airlines and other travel-related suppliers.
• Manage relationships with office suppliers, contractors, landlords and building management.
• Review UK office invoices, resolve supplier queries and liaise with Accounts Payable.
• Support the monitoring and preparation of office services and facilities budgets.
• Coordinate office maintenance, facilities contractors, testing, cleaning and other building services.
• Work closely with HR to maintain and update office policies and procedures.
• Identify issues proactively and use sound judgement to resolve problems quickly and effectively.
• Ensure actions arising from meetings are tracked, followed up and completed.

Skills

Executive support

Diary management

Travel coordination

Meeting management

Stakeholder management

Confidentiality

Multinational experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

We are working with a highly successful international organisation to recruit an experienced Executive Assistant to provide high-level support to the EMEA General Manager and wider EMEA Leadership Team.

This is a varied and highly visible role, combining senior executive support, international travel coordination, leadership meeting management, supplier management and office/facilities coordination.

You will be a trusted partner to senior leadership, working with a high degree of confidentiality, discretion and independence while ensuring the smooth running of both executive administration and the UK office environment.

• Provide proactive, high-level administrative support to the EMEA General Manager and senior leadership team.
• Manage complex diaries, meetings and international travel arrangements.
• Coordinate EMEA leadership meetings, including agendas, papers, minutes and follow-up actions.
• Prepare confidential correspondence, presentations, reports, briefing documents and business communications.
• Act as a key point of contact for senior executives, customers, suppliers and internal stakeholders.
• Organise senior leadership meetings, conferences, events and off-site activities.
• Coordinate international surveys, customer meetings and other senior-level business activities.
• Manage executive expenses and ensure documentation is accurate and processed efficiently.
• Maintain effective communication and correspondence on behalf of senior executives.
• Support the management of travel agencies, hotels, airlines and other travel-related suppliers.
• Manage relationships with office suppliers, contractors, landlords and building management.
• Review UK office invoices, resolve supplier queries and liaise with Accounts Payable.
• Support the monitoring and preparation of office services and facilities budgets.
• Coordinate office maintenance, facilities contractors, testing, cleaning and other building services.
• Work closely with HR to maintain and update office policies and procedures.
• Identify issues proactively and use sound judgement to resolve problems quickly and effectively.
• Ensure actions arising from meetings are tracked, followed up and completed.

We are looking for an experienced Executive Assistant, Senior PA or Executive Support professional who is comfortable operating at senior leadership level within a complex, international organisation.

You will be highly organised, commercially aware and confident dealing with senior stakeholders, suppliers and external partners.

• Significant experience supporting senior executives, ideally at VP, GM, C-suite or board level.
• Experience working within a multinational or international organisation.
• Excellent diary, meeting and international travel management experience.
• Strong written and verbal communication skills.
• Experience producing high-quality presentations, reports, correspondence and meeting documentation.
• Excellent Microsoft Office skills, particularly Word, Excel and PowerPoint.
• Experience managing suppliers, contractors or service providers.
• Strong organisational and time-management skills with the ability to manage multiple priorities.
• The confidence and judgement to work independently and handle confidential information.
• Strong attention to detail and a proactive, solutions-focused approach.
• Experience coordinating facilities, office services or supplier relationships would be highly advantageous.

You'll be someone who naturally takes ownership rather than waiting to be asked.

You will be comfortable working with senior leaders, able to anticipate what is needed, manage competing priorities calmly and professionally, and build strong relationships across an international business.

This is an excellent opportunity for an established Executive Assistant looking for a high-profile role supporting EMEA leadership within a global organisation, with genuine responsibility across both executive support and office operations.

If you're an experienced Executive Assistant who enjoys being the person who makes everything happen behind the scenes, we'd love to hear from you.