Executive Assistant to CEO

Optio; City Of London; On-site; GBP 40,000 - 55,000; Full time

Job summary

A global MGA with a family-like culture in London seeks an exceptional Executive Assistant to support its CEO. This role requires managing the CEO's complex schedule, communications, and projects, ensuring optimal operational efficiency. Candidates should exhibit high emotional intelligence, strong stakeholder engagement skills, and the ability to thrive in dynamic environments. Join a team that values inclusivity and meaningful contributions.

Qualifications

• Proven experience supporting a senior executive in a fast-paced international organisation.
• Ability to manage complex schedules across time zones.
• High emotional intelligence and diplomacy in communications.

Responsibilities

• Manage the CEO’s complex schedule and communications.
• Coordinate and attend meetings, taking high-quality minutes.
• Support all aspects of executive office operations.

Skills

Communication and stakeholder engagement

Strategic thinking and initiative

Leadership and operational management

Cultural awareness and alignment

Impeccable organisational and multitasking skills

High emotional intelligence

Strong verbal and written communication skills

Comfortable working with ambiguity

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint or OneDrive

Zoom / WebEx / Google Meet

DocuSign / Adobe Acrobat

Job description

At Optio we’re proud to be aglobal MGA with strong values, an inclusive culture, and big ambition. We operate on an international scale, but we’ve never lost the human touch — our team describes us as a business that feels like family.

Now, we’re looking for anexceptional Executive Assistantto support our CEO — and help support the business through its next exciting chapter this is an exciting opportunity to work in a fast-paced, rewarding role where your contributions will be immediately impactful, genuinely meaningful, and truly valued."

The Executive Assistant to the CEO plays a critical role in enabling the CEO to lead effectively and drive the organisation’s strategic goals. This role goes beyond traditional support — it acts as a trusted partner, operational coordinator, and culture ambassador within the business.

Job Purpose:

• Enable the CEO to operate at maximum efficiency by managing time, communications, priorities, and access
• Lead the executive office with structure and professionalism, ensuring workflows, meetings, and communications run smoothly and effectively
• Provide high-level administrative and strategic support, including diary management, email triage, meeting coordination, minute-taking, and preparation of materials
• Act as a key liaison between the CEO and internal/external stakeholders, maintaining trusted relationships and facilitating timely, accurate communication
• Support the delivery of key strategic initiatives through project tracking, stakeholder engagement, and organisational alignment
• Uphold confidentiality and exercise sound judgement in managing sensitive information, board documents, and executive-level decisions
• Represent the tone, values, and culture of the CEO and the business in all interactions — contributing to a respectful, inclusive, and purpose-led work environment
• Coordinate and support global travel, events, and leadership sessions, ensuring logistics, communications, and objectives are clear and aligned
• Champion Equity, Diversity & Inclusion (EDI) through actions, communication, and day-to-day decisions in support of the organisation’s cultural goals
• Drive a proactive, forward-thinking rhythm of work for the CEO — anticipating needs, identifying challenges early, and creating space for strategic thinking

Key Role Accountabilities:

• Diary and Inbox Management: Proactively manage the CEO’s complex and ever-changing schedule across time zones; prioritise meetings, flag critical items, and ensure optimal time allocation
• Meeting Support: Coordinate, attend, and take high-quality minutes for key internal and external meetings; ensure follow-up actions are tracked and completed
• Executive Office Leadership: Operate as the central point of coordination for the executive office; create and maintain structure, anticipate needs, and remove barriers for the CEO
• Event Planning: Collaborate on planning and organising high-level events, executive offsites, leadership meetings, and global conferences
• Stakeholder Management: Serve as a professional and effective liaison between the CEO and internal/external stakeholders across all levels, globally
• Travel Coordination: Manage complex international travel itineraries, including visas, accommodations, logistics, and contingency planning
• Confidential Administration: Handle sensitive information with the utmost discretion; prepare reports, presentations, briefing documents, and board materials
• Project Support: Provide ad-hoc support for CEO-driven initiatives and strategic projects, acting as a trusted aide and sounding board
• Culture Champion: Help reinforce the company’s values and inclusive culture by setting the tone for professionalism, warmth, and high standards in every interaction
• Inbox Triage & Communications: Draft and manage correspondence on behalf of the CEO; ensure timely, clear, and aligned communication

Skills, Experience and Qualifications:

• Communication and stakeholder engagement
• Strategic thinking and initiative
• Leadership and operational management
• Cultural awareness and alignment
• Proven experience supporting a senior executive (ideally a CEO or C-suite leader) in a fast-paced, international organisation
• Impeccable organisational and multitasking skills, with the ability to prioritise competing demands
• High emotional intelligence, discretion, and diplomacy in all communications
• Confident, proactive, and able to take initiative without constant supervision
• Strong verbal and written communication skills
• Comfortable working with ambiguity and constantly changing priorities
• Familiarity with global time zones, international logistics, and working across cultures
• A genuine belief in the mission, values, and inclusive ethos of the organisation — and a desire to make a difference

Proficient in:

• Microsoft Outlook – Email, calendar, scheduling
• Microsoft Teams – Virtual meetings, chat, collaboration
• Microsoft Word – Document creation and formatting
• Microsoft Excel – Basic data tracking, schedules, budgets
• Microsoft PowerPoint – Executive presentations and board decks
• SharePoint or OneDrive – Document sharing and collaboration
• Zoom / WebEx / Google Meet/ Teams – Video conferencing platforms
• DocuSign / Adobe Acrobat – Document signing and PDFs