Executive Assistant to COO, 12 Month Maternity Cover

Sohohouseco; Greater London; On-site; GBP 70,000 - 95,000; Full time

Benefits offered by this job

Discounts at Soho House globally, as 2

Soho House Membership

Enhanced Pension Scheme

Private Health and Dental Care

Cycle to Work Scheme/Season TicketLoan

3 days paid a year to support a charit

Cookhouse & House Tonic trainings

Team Events

Job summary

Soho House is seeking an Executive Assistant to support the COO with proactive, confidential day-to-day operations. You will manage complex calendars, coordinate meetings across time zones, prepare briefing packs and take minutes, while liaising with a range of internal and external stakeholders.

The ideal candidate brings 10+ years of EA experience, exceptional organisation, and strong communication skills.

Qualifications

• 10+ years of executive assistant experience supporting C-suite or senior executives.
• Experience coordinating across international teams and time zones.
• Exceptional organisational skills with high attention to detail.
• Strong written and verbal communication, able to engage at all levels.
• Proficient in AI tools to enhance productivity while protecting data confidentiality.

Responsibilities

• Pro actively manage COO's complex diary across multiple time zones.
• Draft and edit emails, internal communications and presentations with appropriate tone.
• Coordinate internal and external meetings, prepare briefing packs and minutes.
• Organise international and domestic travel, manage budgets and itineraries.
• Liaise with stakeholders globally, representing the COO professionally.
• Handle executive expenses and confidential requests with discretion.
• Leverage AI tools to draft and summarise documents and meetings.

Skills

Executive support

Diary management

International travel

Stakeholder management

AI productivity

Microsoft Office

Discretion

Tools

Microsoft Copilot

ChatGPT

Claude

Job description

The Role…

As the Executive Assistant to the COO, you will be responsible for providing professional pro-active and confidential support on a day-to-day basis.

You will be liaising with internal and external stakeholders and will be an integral part of our senior operations team. The ideal candidate will have extensive experience in providing administrative support and coordination at an executive level. You will be able to act autonomously and use your initiative to prioritise workload with ever changing needs.

In this role, efficient organisational skills are a must, you will be managing high level diaries, preparing for company meetings, taking minutes, inbox management, travel arrangements and more. The Executive Assistant will possess excellent communication skills and interpersonal skills being able to work with a range of stakeholders, C-Suite and the rest of the senior operations team.

Executive Assistant – Main Duties

• Diary and meeting management: Proactively manage a complex, fast-moving executive diary, balancing competing priorities and anticipating conflicts before they arise. Coordinate internal and external meetings locally and globally across multiple time zones, including Zoom meetings. Research, prepare and collate briefing packs, agendas and supporting documents in advance so the COO arrives fully prepared, and follow up on actions afterwards.
• Communications: Draft, write and edit a wide range of materials, including emails, internal comms and presentations, adapting tone and style to each audience. Monitor and manage the COO’s inbox, prioritising correspondence and responding on their behalf with discretion and an appropriate tone.
• Events: Take full ownership of organising offsite meetings and leadership events for the wider C-Suite and operations teams.
• Travel: Organise all international and domestic travel for the COO, including flights, accommodation, ground transport, itineraries and visa requirements where necessary. Manage the travel budget, ensuring cost-effective bookings and accurate, timely reporting.
• Stakeholder management: Build and maintain strong, positive relationships with key internal stakeholders both locally and globally, acting as a trusted point of contact and always representing the COO professionally.
• Executive administration: Process executive expenses accurately and promptly and handle any requests with care and discretion.
• AI and digital productivity: Use AI tools confidently and responsibly to work more efficiently, for example drafting and summarising documents, preparing meeting briefs, taking and summarising meeting notes, researching topics and streamlining routine admin.

Requirements and Qualifications

• 10+ years' experience as an Executive Assistant, with a strong background in diary, inbox and international travel management.
• Proven experience supporting senior executives who operate on an international level.
• Relentless attention to detail and exceptionally high standards.
• Incredibly organised, with the ability to juggle multiple priorities under pressure and adapt quickly to change.
• A track record of delivering projects and events on time and to budget.
• Strong written and verbal communication skills, with the confidence to engage at all levels of the business.
• Digitally savvy, with a strong understanding of current best practices and a willingness to embrace new technology.
• Proficient in the use of AI tools (such as Microsoft Copilot, ChatGPT or Claude) to enhance productivity, with a good understanding of how to use them responsibly, including protecting confidential and personal data.
• Advanced proficiency in Microsoft Office, particularly Excel, PowerPoint and Word.
• Proactive and driven to deliver, with a solutions-focused, can-do attitude.
• Highly discreet and experienced in handling highly confidential matters and working with high-profile individuals.

Benefits..

Soho House offers competitive compensation packages that feature global benefits and perks. Whether you’re seeking entry-level employment or a new opportunity to expand your profession, we offer training to develop the technical and managerial skills necessary to grow your career.

• Discounts at Soho House globally, as well as Soho Home and Cowshed
• Soho House Membership
• Enhanced Pension Scheme
• Private Health and Dental Care
• Cycle to Work Scheme/Season Ticket Loan
• In conjunction with Soho Impact, take 3 days paid a year to support a charity of your choice.
• Cookhouse & House Tonic: Our Cookhouse & House Tonic programmes offer unique food and drink trainings, events and opportunities to inspire and educate.
• Team Events: From fitness sessions to cinema screenings and art classes, each month we hold a series of fun events which you can sign up to.