Executive Assistant

Executive Assistant / Administrative Business Partner (ABP)

Position Overview

• Role Type: Fixed-Term Contract (Hybrid)
• Contract Duration: 17th August 2026 – 16th April 2027
• Location: London, UK (3 days on-site / 2 days remote)

We are seeking a high-performing Executive Assistant / Administrative Business Partner (ABP) to join our London team. In this role, you will act as a strategic partner, managing complex calendars, travel, expenses, and site culture initiatives with minimal guidance.

You will bring a deep understanding of business priorities, sound judgment, and high discretion. As a key culture builder and operational cornerstone, you will collaborate across functional teams, establish trust, and serve as a role model within the local and regional ABP community.

Key Responsibilities

Calendar & Time Management

• Proactively manage and optimize calendars for leadership, teams, and site operations across multiple time zones.
• Resolve scheduling conflicts, build in prep time, and align time allocations with short- and long-term business goals.

Event & Site Culture Leadership

• Drive end-to-end delivery of medium-to-large events (e.g., team off-sites, summits, tech talks, site-wide cultural initiatives).
• Oversee all event logistics: venue booking, equipment, vendor coordination, swag, and budget management.
• Recommend and lead strategic programs that boost team dynamics, site effectiveness, and local workplace culture.

Travel & Expense Management

• Coordinate end-to-end domestic and international travel, ensuring alignment with preferences, visa/passport requirements, and tech needs.
• Remain on-call during travel to resolve urgent issues; build travel agendas and post-travel documentation as needed.
• Manage expense reporting, purchase orders, and invoice approvals with strict adherence to budget policies.

Executive & Meeting Support

• Prepare for high-stakes meetings: draft agendas, compile slide decks, confirm equipment/attendees, and capture notes.
• Serve as a trusted advisor, handling highly confidential information with an advanced understanding of company policies.

Operations & Office Space Coordination

• Assess and advocate for office space needs, collaborating with Real Estate Workplace Services (REWS) on allocation and moves.
• Identify operational bottlenecks and lead process improvement initiatives across the site or broader ABP network.

Minimum Qualifications

To be successful in this role, you should demonstrate proven proficiency in:

• Core Administration & Calendar Management: Advanced experience optimizing complex calendars and daily executive workflows.
• Event & Project Management: Proven track record leading medium- to large-scale events and cultural projects from concept to completion.
• Travel & Expense Operations: Expertise in global travel logistics, risk mitigation, and processing complex expenses.
• Site Culture & Relationship Building: Ability to build rapport across teams, foster community, and act as a site culture leader.
• Confidentiality & Discretion: Highest standards of integrity when handling sensitive business data.
• Resource Planning & Facilities: Experience with space allocation, headcount management, and partnering with facilities/REWS teams.
• Communication Skills: Exceptional written and verbal communication skills across internal and external stakeholders.