Job Description

UK-based Executive Assistant & Experience Specialist

Location:

Central London, UK (Full-Time, In-Person)

Reports To:

CEO (based in Dubai)

About the Role

We are setting up a new office in the UK and looking for a reliable, highly organised full-time Admin Assistant & Experience Specialist (AA & ES). This role is split between executive admin support and client experience coordination. You'll work directly with the CEO, help set up smooth systems in the UK, and support our luxury wellness and lifestyle brand, The Experience Store (TES).

Key Responsibilities

Admin Support

? Manage calendar and UK-based meetings for the CEO

? Schedule and prepare for meetings, including agendas, notes, and follow-ups

? Book travel (flights, hotels, local transport), create itineraries, and track travel expenses

? Track projects and deadlines using project management tools like Asana

? Coordinate with finance and legal teams to ensure smooth UK operations (VAT, HMRC deadlines, company filings)

? Liaise with UK-based vendors including office providers, consultants, and admin service partners

? Set up and maintain internal systems like SOPs, document flows, renewal reminders, and team workflows for our UK office

? Support personal admin tasks for the CEO as needed (appointments, renewals, bookings)

? Provide real-time support during working hours with flexibility for urgent needs

Experience Support

? Support sales conversations by assisting with client enquiries and providing basic experience details

? Help design and customise experience packages (wellness retreats, cultural travel, concierge services)

? Coordinate bookings and logistics with hotels, clinics, fitness providers, and experience vendors

? Ensure smooth service delivery by confirming itineraries, collecting documents, and offering real-time updates

? Keep travel and service catalogues up to date with pricing, inventory, and vendor details

? Assist with sourcing new local vendors and experiences to expand UK offerings

What We're Looking For

We're looking for someone who is proactive, fast-moving, and dependable, with strong administrative skills and a genuine interest in wellness, travel, and client service. You should be equally comfortable managing an executive's calendar as you are supporting luxury service delivery.

You should have:

? 3-5 years of proven experience in roles such as Admin Assistant, Personal Assistant, or Office Manager

? Strong time management skills

? Excellent communication skills

? High attention to detail

? Experience with UK business processes including understanding VAT submissions, basic government filings (e.g. HMRC, Companies House), or working with external accountants and legal teams

? Comfort using tech tools and platforms, especially the Microsoft Suite (Word, Excel, Powerpoint, etc.) and Asana

? Ability to work across time zones, especially with teams in Dubai, India, and Malaysia

? Discretion and professionalism

? A solutions-first mindset

? Willingness to travel when needed

Bonus Skills

? Experience in wellness, hospitality, or luxury travel industries

? Familiarity with high-net-worth or corporate clients

? Strong organisational setup skills (office registration, vendor coordination, system building)

Job Types: Full-time, Permanent

Application deadline: 03/08/2025
Expected start date: 01/08/2025