Executive Assistant to Chair

EA to Executive Director to £65,000 ( experience dependent)

• Hybrid Working ( 2- 3 days in Canary Wharf offices (09.00- 17.00)
• 18 Month Fixed-term contract.
• Immediate start (candidates will need to be available immediately or within 1 week).

Our client, a leading global public interest organisation, is seeking an experienced and proactive Executive Assistant to provide high-level administrative and operational support to the Chair.

This pivotal fixed-term role requires exceptional organisational skills, extensive diary management experience and the ability to coordinate seamlessly across global locations and time zones. The successful candidate will demonstrate professionalism, discretion, adaptability and cultural awareness, with the confidence to manage competing priorities and build strong relationships across an international organisation.

Diary & Calendar Management

• Manage a complex, global diary across multiple time zones with a proactive and highly organised approach.
• Ensure rigorous planning, prioritisation, and alignment of commitments.
• Optimise scheduling to maximise efficiency and strategic impact.
• Anticipate scheduling conflicts and resolve them proactively.
• Coordinate complex and frequently changing domestic and international travel arrangements.
• Book transport and accommodation in line with preferences and organisational travel policies.
• Arrange visas and required travel documentation.

Meeting Coordination

• Organise both virtual and in-person meetings.
• Prepare and verify dial-in details and technical arrangements.
• Book meeting rooms and coordinate venues, including restaurant reservations
• Liaise with internal IT helpdesk when necessary.

Stakeholder Engagement

• Build and maintain strong relationships with internal stakeholders, including senior management, board members, and support staff.
• Liaise professionally with external stakeholders at all levels, including government officials, regulators, and international organisations.

Additional Support

• Provide administrative support using Salesforce/ CRM.
• Manage Outlook mailbox, correspondence, calls, meetings, and logistics.
• Coordinate activities with external organisations and institutions as required.

Skills, Experience & Qualifications

• Extensive experience supporting a senior executive (Executive Committee level or higher) in an international environment.
• Proven ability to manage highly complex diaries, travel, and meeting logistics across multiple time zones.
• Strong experience working across global teams, demonstrating cultural awareness and sensitivity.
• Exceptional organisational, planning, and administrative skills with strong attention to detail.
• Strong interpersonal and communication skills, with the ability to collaborate effectively across geographies and seniority levels.
• High level of integrity, discretion, and professionalism in handling confidential and sensitive information.
• Strong problem-solving skills and ability to remain calm under pressure.
• Advanced proficiency in Microsoft Office (particularly Outlook) and CRM systems (e.g., Salesforce).

Salary will be dependent upon experience.