Executive Assistant & Studio Coordinator

Journey; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global design and innovation studio is seeking an Executive Assistant/Studio Coordinator in London to support the MENA Managing Director. The candidate will be key in managing the executive's schedule, communication, and travel while ensuring smooth office operations. Ideal applicants have strong organizational and communication skills and experience in fast-paced environments, particularly within creative industries. This role offers an exciting opportunity to work at the heart of a growing team in a globally recognized studio.

Qualifications

• Demonstrable experience in a similar or equivalent role.
• Experience in a fast-paced, entrepreneurial environment.
• Experience in the creative industries is desirable.

Responsibilities

• Work closely with the executive to understand priorities.
• Complex diary coordination and organizing meetings.
• Screen and triage emails and calls.
• Welcome guests and arrange catering for meetings.
• Prepare meeting materials and presentations.
• Minute meetings and note action points.
• Book flights and produce travel itineraries.
• Manage business expenses timely.
• Liaise with co-working space management.
• Assist with travel booking if necessary.
• Keep studio supplies maintained.
• Coordinate event activities with clients and team members.
• Support marketing initiatives and regional efforts.

Skills

Excellent organisation skills

Clear and efficient communication skills

Strong initiative

Attention to detail

Ability to use IT tools and software

Job description

London

We are looking for an Executive Assistant/Studio Coordinator to join our new Journey Abu Dhabi studio to support our MENA Managing Director. The successful candidate will play a key role in the business‑critical coordination and administration of the executive’s time and capacity planning, communication, and travel as well as coordinate the day‑to‑day running of our small but growing office.

This is an opportunity to join a fast‑paced and growing team and a globally recognised studio. Excellent organisation skills, strong initiative, clear and efficient communication skills, and close attention to detail are key requirements for the role, as well as a good ability to use a range of IT tools and software. Due to the scale of our regional office, we require someone who is equally at home coordinating the studio logistics and administration of a small (2‑8 person) office space, as well as supporting local client events and marketing efforts.

We are looking for a candidate with demonstrable experience in a similar or equivalent role in a fast‑paced and entrepreneurial environment, ideally working with multiple individuals and balancing the requirements and priorities effectively. Experience working in the creative industries is desirable.

Key Responsibilities

EA

• Work closely with the executive to understand priorities for time and capacity.
• Complex diary coordination, organising meetings – both conference/video calls and in person – being reactive to schedule and/or availability changes.
• Screen and triage emails, calls and coordinate requests.
• Welcome guests to meetings and arranging catering, refreshments and/or restaurant bookings as required on behalf of Executive.
• Assisting the executive and their team with meeting preparation, including collating materials and information ahead of time or preparing presentation decks or reports on their behalf.
• Minute meetings and note action points as required, and disseminate those action points to other team members.
• Book flights/accommodation and produce travel itineraries for the MDs business trips.
• Manage business expenses in a timely manner.
• Managing the office space, liaising with the building (A co‑working space currently).
• Call fielding and taking messages.
• Post & deliveries – incoming and outgoing for the small team (Currently 3).
• Assisting with travel booking if necessary on behalf of the team, troubleshooting issues.
• Ensuring studio supplies are maintained.
• Keeping Phone List and other shared reception/HR/security documents up to date.
• Taxis & Couriers.
• Working alongside the MD and marketing team to coordinate event or social activities on the ground with clients and team members.
• Undertaking tasks delegated by the MENA team from time to time.
• Support marketing initiatives by attending the weekly cadence with the central marketing team and coordinating regional marketing efforts on an ad hoc basis as needed.

About Journey

Journey is a global design and innovation studio pioneering multidimensional experiences (MDX) that transform how people perceive, engage, and interact with the world. With studios in New York, London, Miami, and Dubai, we blend strategy, design, technology, and narrative to create sensory‑rich journeys that ignite emotion and deepen connections between people, brands, and culture.

Journey was formed in 2022 by visionary leaders who refuse to accept limits. United through the acquisitions of award‑winning studios ICRAVE, Squint/Opera, 59, and VMI Studio, together, we form something new: a multidimensional design practice with unparalleled expertise across the physical, immersive, and digital realms.

But we're so much more than a combination of acquisitions; we're a revolutionary framework of layered design capabilities akin to the layers of a technology stack for software companies. Like the best technology stacks, our framework continuously evolves to embrace new capabilities and creative possibilities with the future of the human experience at the forefront. This game‑changing framework, the Journey Experience Stack, allows us to design for every touchpoint and create uncommonly cohesive brand universes, drawing on our collective expertise in interior design, lighting design, media design, interactive design, and content creation to deliver industry‑first solutions for entertainment, healthcare, retail, hospitality, real estate, and cultural institutions.

Interested in building your career at Journey? Get future opportunities sent straight to your email.