Executive PA

UFORCE; Greater London; On-site; GBP 42,000 - 65,000; Full time

Job summary

UFORCE, headquartered in London, seeks an experienced Executive PA to keep the C-suite organized, on time and in the right place across time zones. You’ll own diaries, plan international travel, and manage expenses with discretion.

This hands‑on role requires smooth coordination of complex itineraries, meeting logistics, and confidential support in a fast‑moving, regulated environment. You'll use Notion, Slack, and Google Workspace to stay aligned.

Qualifications

• Proven experience as an Executive PA.
• Support multiple senior executives concurrently.
• Strong diary management across time zones; prioritisation.
• Experience booking and managing international travel.
• Accurate, multi-currency expense processing and reconciliation.

Responsibilities

• Diary management for C-suite, coordinating across time zones.
• Plan and book frequent international travel with complex itineraries.
• Process and reconcile executive expenses across currencies; meet deadlines.
• Prepare meetings; ensure executives arrive briefed with agendas and papers.
• Handle confidential correspondence with discretion.
• Document and improve travel, diary and expense processes (Notion-based).

Skills

Executive PA experience

Diary management

International travel

Expense management

Multi-currency processing

Notion/Slack/GSuite

Calm under pressure

Tools

Notion

Slack

Google Workspace

Job description

UFORCE exists to make aggression unaffordable.
Founded in Ukraine and headquartered in London, UFORCE is a defence-technology company with operations across Europe, the United States and Asia.
UFORCE builds uncrewed vessels, ground robotics and aircraft, autonomy software, and the command-and-control layer that operates them together. Each platform is deployable on its own, and stronger as part of the system. Its product lines include the MAGURA family of uncrewed surface vessels, the NEMESIS family of strike platforms, the LIUT family of ground robotic platforms, and counter-UAS systems.

We’re looking for an experienced Executive PA to keep our C-suite organised, on time and in the right place. You’ll own their diaries, plan and manage frequent international travel, and keep their expenses accurate and up to date. This is a hands‑on, high‑trust role. It suits someone who stays calm when a flight is cancelled at midnight or three time zones need to land in one meeting, and who takes pride in getting the detail right.

What You'll Do

• Diary Management - own complex, fast-changing diaries for multiple C-suite executives across time zones. Prioritise competing requests, protect focus time, and coordinate board, investor and partner meetings.

• Travel management: plan and book frequent international travel, including multi-leg itineraries, flights, accommodation, ground transport, visas and entry requirements. Prepare clear itineraries and re-book quickly when plans change.

• Expense management: process, reconcile and chase executive expenses across multiple currencies. Make sure receipts, coding and approvals are complete and month-end deadlines are met.

• Meeting and trip preparation: make sure executives arrive briefed, with agendas, papers and logistics sorted.

• Confidential support: handle sensitive correspondence and information with discretion.

• Keep travel, diary and expense processes documented and improving (we use Notion as our operational hub).

What We're Looking For

• Proven experience as an Executive PA, ideally supporting multiple senior executives at the same time

• Strong track record managing complex, international diaries, with the judgement to prioritise when everyone wants the same hour

• Hands‑on experience booking and managing complex international travel:with the composure to rebook at short notice across time zones

• Accurate, organised approach to expense management and reconciliation, including multi-currency claims

• Experience working in a fast‑paced start‑up or scale‑up environment; defence tech or another regulated industry is a plus

• Excellent written and verbal communication skills, with sound judgement around confidential and sensitive information

• A proactive, detail‑oriented approach: you spot what needs doing before you're asked

• Comfortable working across Notion, Slack, and Google Workspace

Nice to Have

• Experience with expense management platforms (e.g. Payhawk)

• Experience with corporate travel platforms or travel management companies (e.g. Navan, TravelPerk)

• Experience arranging travel to less routine destinations, including travel risk and duty‑of‑care considerations

• Experience coordinating office moves, renovations, or facilities projects

• Familiarity with security or accreditation requirements in a regulated industry

The nature of combat has changed.

Tomorrow’s battlefield success depends on autonomy, speed, and adaptability.

And UFORCE is ready.

Are You?