Executive Assistant to the Senior Vice President EMEA

Valvoline Global; Greater London; Hybrid; GBP 40,000 - 55,000; Full time

Job summary

A leading automotive solutions company in Greater London seeks an Executive Assistant to support the Senior Vice President. The role includes managing complex scheduling and travel, drafting correspondence, and preparing documents. The ideal candidate has experience supporting senior executives, excellent organizational skills, and proficiency in Microsoft Office. This position offers opportunities for hybrid work and requires strong discretion and interpersonal skills.

Benefits

Flexible work policy

Professional development opportunities

Qualifications

• Experience as an Executive Assistant supporting senior‑level executives.
• Ability to manage multiple competing demands in a fast‑paced environment.
• Proactive mindset to anticipate needs and act independently.

Responsibilities

• Manage complex scheduling and travel logistics for the SVP.
• Draft routine correspondence and manage stakeholder communications.
• Prepare documents and manage confidential filing systems.

Skills

Excellent proficiency in Microsoft Office

Exceptional organizational skills

Strong written and verbal communication skills

Superior discretion and integrity

Strong interpersonal skills

Tools

Calendar/travel/expense systems

Job description

Why Valvoline Global Operations?

At Valvoline Global Operations, we’re proud to be The Original Motor Oil, but we’ve never rested on being first. Founded in 1866, we introduced the world’s first branded motor oil, staking our claim as a pioneer in the automotive and industrial solutions industry. Today, as an affiliate of Aramco, one of the world’s largest integrated energy and chemicals companies, we are driven by innovation and committed to creating sustainable solutions for a better future.

With a global presence, we develop future-ready products and provide best-in-class services for our partners around the world. For us, originality isn’t just about where we began; it’s about where we’re headed and how we’ll lead the way. We are originality in motion.

Our corporate values— Care, Integrity, Passion, Unity, and Excellence —are at the heart of everything we do. These values define how we operate, how we treat one another, and how we engage with our partners, customers, and the communities we serve. At Valvoline Global, we are united in our commitment to :

• Treating everyone with care.
• Acting with unwavering integrity.
• Striving for excellence in all endeavors.
• Delivering on our commitments with passion.
• Collaborating as one unified team.

When you join Valvoline Global, you’ll become part of a culture that celebrates creativity, innovation, and excellence. Together, we’re shaping the future of automotive and industrial solutions.

Job Purpose

You will act as the trusted right hand to the Senior Vice President / General Manager EMEA, providing high-level administrative and organizational support to enable the SVP to focus on strategic priorities. You will manage complex scheduling, travel logistics, stakeholder communications and meeting preparation, ensuring smooth operations across internal and external interfaces. Your role has a high degree of scope and impact: you will proactively anticipate needs, manage time‑critical and confidential information, liaise with senior stakeholders and help drive the effectiveness of the SVP’s time and decisions.

How You Make an Impact

Calendar, Scheduling & Meeting Management

Own the SVP’s calendar: schedule, coordinate and prioritise meetings, ensuring alignment with strategic priorities.

Arrange meeting logistics including booking venues / rooms, preparing agendas, coordinating participants, and ensuring meeting materials are in place.

Serve as gatekeeper and liaison: screen meeting requests and communications, liaising with internal / external parties to ensure the right engagements are attended.

Ensure the SVP is fully prepared for each meeting: collate briefing papers, materials, background info, key attendee lists, and follow up actions.

Travel Coordination & Expense Management

Plan and coordinate domestic and international travel for the SVP, including flights, hotels, ground transport, visas (if applicable), itineraries and where necessary accompanying support.

Liaise with external travel vendors, ensure cost‑efficiency, compliance with company travel policy, and timely submission of expense reports and reconciliation.

Maintain a forward‑looking travel plan, track upcoming commitments, and ensure seamless transitions across time zones and locations.

Communication & Stakeholder Liaison

Serve as a primary point of contact for internal and external stakeholders on behalf of the SVP: manage incoming correspondence, filter and prioritise emails / calls, draft routine responses.

Maintain visibility of key stakeholder relationships (senior executives, board members, external partners) and ensure appropriate follow‑through and communications.

Facilitate cross‑functional coordination by working with other departments to ensure the SVP’s initiatives and responsibilities are supported.

Documents, Reporting & Special Projects Support

Prepare, edit and format documents, presentations, briefing notes and reports for the SVP’s use.

Maintain confidential filing systems (electronic and paper) and ensure information integrity and easy retrieval.

Coordinate signatures on key documents and ensure governance requirements are met

Support special one‑off projects or events as assigned (e.g., executive retreats, board meetings, business reviews) including agenda planning, logistics, follow‑up action tracking.

Monitor key deadlines, anticipated decision points and deliverables for the SVP and prompt action as required.

Operational Efficiency & Process Improvement

Continually review own processes and propose improvements to increase efficiency, consistency and reliability of the SVP’s office operations.

Ensure alignment with VGO’s policies, governance, compliance and confidentiality requirements, particularly in managing sensitive information and executive communications.

Act as a role model for professionalism, confidentiality, and high‑standards of personal organisation in the executive support function.

What You Bring to the Role

• Experience as an Executive Assistant role supporting senior‑level executives in a complex organization.
• Excellent proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and experience with calendar / travel / expense systems (e.g., Concur or equivalent)
• Exceptional organizational, time‑management and prioritization skills; ability to manage multiple competing demands in a fast‑paced environment.
• Demonstrated ability to manage complex travel itineraries and logistics including international trips.
• Strong written and verbal communication skills; ability to draft professional correspondence and presentation materials.
• Superior discretion, integrity and judgement in handling confidential and sensitive executive, business and personal information.
• Proactive mindset: ability to anticipate needs, act independently, work with minimal supervision and escalation issues appropriately.
• Strong interpersonal skills and the ability to liaise effectively with senior stakeholders across functions, geographies and cultures.
• Flexibility to accommodate occasional out‑of‑hours or global engagements (due to travel or executive time zones).

Competencies Desired

• Strategic Partnering – Thinks ahead, aligns support with executive priorities, anticipates needs and enables focus on strategic work.
• Operational Excellence – Delivers high‑quality, efficient, reliable administrative support; establishes and maintains robust systems and processes.
• Stakeholder Management – Builds and maintains effective relationships internally and externally, acts as a trusted liaison and promotes collaborative working.
• Communication & Influence – Communicates clearly and persuasively, both written and verbally; handles complex or sensitive communications with confidence.
• Adaptability & Resilience – Navigates ambiguity, works effectively under pressure or changing demands, and remains calm and focused in high‑tempo environments.

Working Conditions / Physical Requirements / Travel Requirements

• Corporate office‑based role (standard 5‑day week) with desk and computer workstation; flexibility for hybrid or remote work as per VGO policy.
• Regular use of standard office equipment (PC / laptop, phone, videoconference facilities) and frequent scheduling and coordination tasks.
• Must be comfortable working across multiple time zones, including early / late hours as needed for executive engagements.
• Physical demands are moderate: sitting for extended periods, using keyboard / PC, occasional movement around offices / meeting venues / airports.
• Must maintain high confidentiality, handle multiple disruptions and shifting priorities, and operate with minimal supervision in a high‑impact role.

Valvoline Global is an equal opportunity employer

Valvoline Global is an equal opportunity employer. We are dedicated to fostering an environment where every individual feels valued, respected, and empowered to contribute their unique perspectives and skills. We strictly prohibit discrimination and harassment of any kind, regardless of race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity, or any other legally protected characteristic.

We are committed to ensuring accessibility throughout our recruitment process. If you require a reasonable accommodation to participate in any stage of the recruitment or selection process, please contact us at: .

Email: [e-mail]

This contact information is solely for accommodation requests. For inquiries about application status, please use the appropriate channels listed in your application materials.

Are You Ready to Make an Impact?

At Valvoline Global, we’re looking for passionate and talented individuals to join our journey of innovation and excellence. Are you ready to shape the future with us? Apply today.

Requisition ID : 1941

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