Job Description

We're hiring an exceptional Executive Assistant to support our Founder, and Directors.

This is a pivotal role at the heart of our growing, fast-paced company--ideal for someone highly organised, discreet, and proactive. You'll be the right hand to senior leadership, ensuring the smooth running of schedules, meetings, travel, and operations. If you thrive in a dynamic environment, love problem-solving, and have a sharp eye for detail, we'd love to hear from you.

Core Responsibilities

Founder Support & Personal Assistance

Act as the primary support for the Founder, managing both business and personal tasks. Anticipate needs, ensuring seamless preparation and management of schedules, materials, and responsibilities. Maintain the Founder's diary, organising meetings, appointments, travel, and personal arrangements in line with strategic priorities. Be the point of contact for scheduling requests and coordination with internal teams.
Diary & Schedule Management

Conduct daily diary reviews with the Founder and provide updates to Directors and department heads. Ensure alignment with diary policies and manage regular reviews and updates.
Communication & Email Management

Manage the general info@ email account: filter, forward, file, and flag messages as appropriate. Provide timely, concise daily and weekly updates to the Founder and Directors.

Administrative & Operational Support

HR & Office Management

Act as liaison to the external HR partner, supporting employee relations and policy communications. Oversee onboarding: schedule inductions, prepare materials, and conduct welcoming sessions. Coordinate IT support with external providers for systems, equipment, and repairs. Ensure health and safety standards are upheld, including first aid supplies and emergency planning. Develop and enforce efficient office procedures and operations policies.
Meeting Administration

Schedule, prepare for, and attend key meetings as needed. Take accurate minutes, circulate promptly, and follow up on action items.

Travel Management & Bookings

Team Travel Coordination

Arrange domestic and international travel for the Founder and team. Manage detailed itineraries and travel logistics in line with project timelines and budgets. Handle travel bookings, liaise with vendors, and provide ongoing support to handle any last-minute changes. Track and log travel plans and expenses for reporting.

Client & Business Development

Client Relationship Management

Be the first point of contact for client inquiries, ensuring professional and timely communication. Coordinate thoughtful client engagement activities such as appreciation gifts or cards.
New Business Coordination

Support proposal and pitch preparation in collaboration with the Directors. Organise logistics and materials for business development meetings and events. Maintain and prepare company laptops and tablets for client presentations.

Marketing & PR Coordination

Liaison with External PR Agency

Serve as the main point of contact for the PR agency, ensuring clear communication and timely delivery of materials. Share updates, coordinate assets, and monitor campaign progress in alignment with company goals. Report back to Directors on campaign milestones and outcomes.
Internal Coordination & Delegation

Coordinate internal teams to ensure timely completion of PR-related tasks and deliverables. Provide support and structure to align internal output with broader PR and brand strategies.
Marketing Calendar Management

Collaborate with the PR agency to maintain a shared internal marketing calendar. Plan and coordinate activities such as product launches, promotional campaigns, and public events in line with business priorities.
Gifting & Client Relations

Lead coordination of gifting initiatives for clients, partners, and press--including holiday and milestone gifting. Ensure gifting aligns with company values and enhances client relationships.
Events

Organise and execute internal and external events, from networking sessions to seasonal celebrations and launches.

Additional Responsibilities

Membership & Professional Development Tracking

Maintain professional memberships (e.g. BIID) and track CPD credits for the Founder and key team members. Coordinate internal learning initiatives, supplier visits, and training sessions.

Skills & Qualifications

8+ years of experience in a high-level Executive Assistant or similar role. Exceptional written English with excellent grammar and communication skills. Valid UK driver's license and willingness to drive, UK & abroad, when needed. Detail-oriented with consistent delivery of high-quality work. Professional appearance and communication style in client-facing scenarios. Strong organisational abilities and multi-tasking skills under pressure. Proficient in Microsoft Office Suite; Adobe InDesign proficiency is a plus. Able to adapt to evolving priorities and flexible with occasional out-of-hours requirements.

Desired Traits

High energy, proactive, and solutions-oriented. Meticulously organised and naturally efficient. Flexible and able to pivot quickly in a fast-moving environment. Discreet, trustworthy, and professional in handling confidential information. A collaborative team player with a positive attitude. Strong problem-solving skills with the ability to act independently. Excellent written & spoken English Open to learning and self-improvement through feedback and new challenges.
Job Type: Full-time

Pay: 40,000.00-50,000.00 per year

Schedule:

Monday to Friday
Ability to commute/relocate:

Chelsea SW10 0QJ: reliably commute or plan to relocate before starting work (required)
Language:

English (required)
Work authorisation:

United Kingdom (required)
Willingness to travel:

25% (preferred)
Work Location: In person