Executive Assistant - Senior Leadership

Informa Global Support; Greater London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading global support organization based in London is seeking an exceptional Personal Assistant to provide comprehensive administrative support to senior executives. The role involves managing complex calendars, coordinating international travel, and preparing confidential documentation. Ideal candidates will have over two years of executive assistant experience, excellent organizational skills, and the ability to handle sensitive information discreetly. This role supports diverse business functions and requires flexibility in working hours.

Benefits

25 days annual leave, rising to 27 days

Career development opportunities

Company-funded private medical cover

Volunteering days with charity match funding

ShareMatch scheme for employee shareholders

Qualifications

• 2+ years of Executive Assistant experience supporting senior executives.
• Proactive self-starter with exceptional organisational skills.
• Flexibility to work outside standard hours.

Responsibilities

• Provide comprehensive executive support to multiple executives.
• Manage complex calendars and coordinate international travel.
• Prepare and distribute board papers and presentations.

Skills

Executive Assistant experience

Organisational skills

Communication skills

Discretion

Multi-tasking

Education

Professional certification in executive assistance or business administration

Tools

Microsoft Office Suite

Travel booking systems

CRM systems

Job description

Job Description

This role is based in our 5 Howick Place, London office.

We are seeking an exceptional Personal Assistant to provide comprehensive administrative and strategic support to three senior executives: Group Operations Director – Travel & Events, the Divisional Chief Financial Officer, and the Head of Group Health, Safety and Security. This high‑profile role requires a sophisticated professional who can manage complex, confidential matters while coordinating across multiple time zones and supporting diverse business functions with the highest level of discretion and professionalism.

Key Responsibilities

Executive Support & Administration

• Provide comprehensive executive support to three executives across different business functions
• Manage complex, multi‑time‑zone calendars and coordinate international travel arrangements
• Prepare and distribute board papers, presentations and confidential documentation
• Handle sensitive and confidential information with absolute discretion
• Coordinate executive communications including email management, call screening and correspondence
• Prepare expense reports and manage budget tracking

Meeting & Event Coordination

• Organise and coordinate executive meetings, including internal and external meetings, leadership team sessions and stakeholder presentations
• Manage logistics for arranged meetings
• Prepare meeting materials, agendas and follow‑up action items
• Coordinate virtual meetings across multiple time zones with global teams
• Arrange executive hospitality and client entertainment events
• Support crisis management meetings and emergency response coordination when required

Travel & Logistics Management

• Plan and execute complex international travel itineraries
• Manage visa applications, travel documentation and duty of care requirements
• Negotiate with travel suppliers and manage travel budgets
• Ensure compliance with corporate travel policies and health & safety protocols

Financial & Administrative Support

• Support the Divisional CFO with preparation of review materials
• Organise and coordinate review meetings and planning sessions
• Manage confidential documentation
• Assist with coordination of compliance reporting
• Assist with organising team meetings, events and activities
• Process invoices on occasion
• Maintain filing systems for documentation

Health, Safety & Security Support

• Support the Head of Group Health, Safety and Security with crisis management coordination
• Maintain emergency contact databases and communication protocols
• Coordinate health and safety training sessions and compliance meetings
• Assist with incident reporting and investigation coordination
• Support business continuity planning and emergency response exercises

Stakeholder & Relationship Management

• Serve as primary point of contact for internal and external stakeholders
• Coordinate with global offices and regional leadership teams
• Maintain executive contact databases and CRM systems

Qualifications

Essential Requirements

• 2+ years of Executive Assistant experience supporting senior executives
• Proactive self‑starter
• Previous experience supporting multiple executives simultaneously
• Exceptional organisational and time‑management skills with ability to prioritise competing demands
• Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint and Outlook
• Experience with travel booking systems, expense management platforms and CRM systems
• Excellent written and verbal communication skills
• Absolute discretion and ability to handle confidential information
• Flexibility to work outside standard hours to support global operations
• Valid UK work authorisation

Desirable Qualifications

• Professional certification in executive assistance or business administration
• Experience in the events, hospitality or travel industry
• Background supporting finance leadership teams
• Knowledge of health, safety and security protocols in corporate environments
• Project management certification or experience

Key Competencies

• Multi‑Executive Support: Proven ability to effectively support multiple senior leaders with competing priorities
• Confidentiality & Discretion: Exceptional judgement in handling sensitive business and personal information
• Global Perspective: Understanding of international business practices and cultural sensitivity
• Crisis Management: Ability to remain calm and effective during high‑pressure situations
• Technology Proficiency: Advanced skills in business applications and emerging technologies
• Relationship Building: Strong interpersonal skills and professional presence
• Adaptability: Flexibility to adjust to changing priorities and business needs

Additional Information

We believe that great things happen when people connect face‑to‑face. That’s why we work in‑person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s what you can expect when you join us.

Our benefits include

• Great community: a welcoming culture with in‑person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: bespoke training and learning, mentoring platforms and access to thousands of courses on LinkedIn Learning, plus encouragement for internal job moves
• Time out: 25 days annual leave, rising to 27 days after two years, plus a birthday leave day and the chance to work from anywhere for up to four weeks a year
• A flexible range of personal benefits to choose from, plus company‑funded private medical cover
• A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares
• Strong wellbeing support through EAP assistance, mental health first aiders, a healthy living subsidy, access to health apps and more
• Recognition for great work, with global awards and kudos programmes
• International collaboration with teams around the world

At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

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