Executive Assistant to CEO

Optio; London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A global MGA is seeking an exceptional Executive Assistant to support their CEO in London. This rewarding role involves managing schedules, facilitating communication, and ensuring smooth operations within the executive office. The ideal candidate has experience supporting senior executives in dynamic environments and embodies the company's inclusive culture. This position offers a significant opportunity to make meaningful contributions in a fast-paced setting.

Qualifications

• Proven experience supporting a senior executive in a fast-paced, international organization.
• Confident, proactive, and able to take initiative without constant supervision.
• Comfortable working with ambiguity and constantly changing priorities.

Responsibilities

• Enable the CEO to operate at maximum efficiency by managing time and communications.
• Act as a key liaison between the CEO and stakeholders, maintaining trusted relationships.
• Coordinate and support global travel and leadership sessions.

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

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Zoom

Job description

About the job

At Optio we’re proud to be a global 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 an exceptional Executive Assistant to 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