Executive Assistant & Office Experience Coordinator

ASL Technical Ltd; City Of London; On-site; GBP 45,000 - 65,000; Full time

Job summary

ASL Technical Ltd. is seeking an experienced Executive Assistant & Office Experience Coordinator to support two senior executives and help shape the wider studio environment.

You will manage complex calendars, coordinate international travel, arrange meetings and events, and take ownership of office operations, communications and cross‑functional workstreams to drive a seamless working experience.

Qualifications

• Experience supporting senior executives in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proactive, with ability to anticipate needs and resolve conflicts.
• Discreet handling of confidential information and sensitive data.
• Strong organisational skills with attention to detail and priorities.
• Experience coordinating international travel and cross‑functional activity.

Responsibilities

• Manage complex diaries for two senior executives and prioritise commitments.
• Coordinate internal and external meetings, reviews and key events.
• Organise domestic and international travel and manage contingencies.
• Act as a central point of contact with stakeholders across the organisation.
• Oversee office operations, communications, procurement and invoicing.
• Drive follow‑up, accountability and cross‑functional coordination.
• Support health & safety activities, events and compliance documentation.

Skills

Calendar management

Time management

Executive support

Discretion & confidentiality

Stakeholder management

Travel coordination

Meetings & events coordination

Process improvement

Job description

Executive Assistant & Office Experience Coordinator

An opportunity to make a real impact at a global brand

Are you an experienced Executive Assistant who thrives in a fast-paced environment, enjoys being one step ahead, and takes real pride in making senior leaders and organisations operate at their best?

ASL Technical is currently recruiting for an Executive Assistant & Office Experience Coordinator to join a prestigious global organisation, providing high-level support to two senior executives while playing a key role in the smooth running and continued development of the wider studio environment.

This is much more than a traditional EA position. You will become a trusted partner to senior leadership, managing complex diaries, international travel, meetings and priorities, while also taking ownership of office operations, communications, events and cross‑functional coordination.

The Role

Working closely with two senior executives, you will be responsible for ensuring their time is managed effectively and that they have everything they need to operate efficiently.

You will be expected to anticipate requirements rather than simply react to them, proactively identifying potential issues, resolving diary conflicts and ensuring that important meetings, events and activities run seamlessly.

Alongside executive support, you will act as a central point of coordination across the wider organisation, helping to improve processes, communication and the overall workplace experience.

Your responsibilities will include:

• Managing and optimising complex senior‑level calendars, prioritising meetings and resolving conflicts proactively.
• Coordinating internal and external meetings, leadership reviews and key events.
• Organising domestic and international travel, anticipating potential issues and managing contingencies.
• Acting as a key point of contact between senior leadership and internal/external stakeholders.
• Coordinating office activities, suppliers, processes and workplace requirements.
• Supporting procurement, invoicing, reporting and documentation.
• Driving follow‑up and accountability across cross‑functional activities.
• Coordinating internal communications, leadership updates and town halls.
• Supporting Health & Safety activities, audits, training and compliance documentation.
• Identifying inefficiencies and introducing better, more effective ways of working.

Most importantly, you'll be someone who takes ownership. You'll naturally look around corners, spot what needs doing and make sure things happen.

What We’re Looking For

We’re looking for an exceptional Executive Assistant who is comfortable operating at senior level and understands that great executive support is about much more than managing a diary.

You will ideally have experience supporting senior executives or leadership teams, preferably within a fast‑paced, high‑performing or structured organisation.

You’ll bring:

• Outstanding organisation and time‑management skills.
• Proven experience managing complex calendars and competing priorities.
• Excellent written and verbal communication.
• A highly professional and discreet approach to confidential information.
• Strong stakeholder management skills and the confidence to work with people at all levels.
• Experience coordinating travel, meetings, events or operational activities.
• A proactive approach, with the ability to anticipate what is needed before being asked.
• The confidence to challenge inefficient processes and suggest improvements.
• The ability to remain calm, composed and effective when priorities change.

Why This Role?

This is an excellent opportunity for an experienced EA looking to move beyond a purely administrative position and become a trusted and influential part of a senior leadership environment.

You’ll have the opportunity to work closely with two senior executives within a globally recognised organisation, gaining exposure to a broad range of business activities and working with stakeholders across multiple functions.

If you enjoy being the person who brings order to complexity, takes pride in delivering an exceptional service and wants to have a genuine influence on how an organisation operates, we’d love to hear from you.