Executive Assistant

EXECUTIVE ASSISTANT & EVENTS COORDINATOR

London (Hammersmith) | Full-Time | Office-Based

Be Keen is an international distributor of niche fragrance brands operating across Travel Retail and Domestic Markets worldwide.

With a presence in over 50 airports and luxury retailers including around the world, we partner with some of the most recognised names in the niche fragrance industry. As the business continues to grow, we are looking for a highly organised and ambitious Executive Assistant to support our leadership team and help bring structure, efficiency and execution excellence across the organisation.

This is not a traditional Executive Assistant role.

You will work directly with the CEO and COO, gaining exposure to international business operations, commercial strategy, global travel, events and senior stakeholder management.

We are looking for someone early in their Executive Assistant career who is eager to learn, enjoys taking ownership and thrives in a fast-paced environment where no two days look the same.

• Manage calendars, meetings and priorities for the CEO and COO.
• Coordinate internal and external communications across multiple stakeholders and time zones.
• Prepare meeting materials, presentations and briefing documents.
• Support follow-up actions and ensure priorities remain on track.

• Coordinate international travel arrangements including flights, hotels, visas and ground transportation.
• Build detailed itineraries and travel schedules.
• Manage travel expenses and supporting documentation.
• Resolve travel-related issues proactively and efficiently.

• Coordinate international trade fairs, exhibitions and company events.
• Support the organisation of Be Keen's annual company seminar and internal events.
• Liaise with venues, suppliers and service providers.
• Track timelines and ensure smooth execution from planning through delivery.

• Support reporting, administrative projects and process improvements.
• Act as a central coordination point between departments and stakeholders.
• Identify opportunities to improve organisation and efficiency across day-to-day activities.

• 3–7 years of experience in Executive Assistant, Personal Assistant, Office Management, Operations Coordination or similar roles.
• Experience supporting senior stakeholders or leadership teams.
• Strong organisational and prioritisation skills.
• Excellent communication skills in English.
• Confidence managing multiple projects simultaneously.
• High level of discretion, professionalism and attention to detail.
• A proactive mindset and willingness to take ownership.
• Experience coordinating events, travel, logistics or international stakeholders will be highly valued.

This is a unique opportunity to join a growing international business at a pivotal stage of its journey.

You will work directly with the CEO and COO, gaining first-hand exposure to how a global organisation operates, scales and makes decisions. Few Executive Assistant roles offer this level of visibility into the commercial, operational and strategic side of the business.

At Be Keen, you will not be limited to diary management and travel coordination. You will become a trusted partner to the leadership team, helping drive projects, coordinate international events, connect teams across multiple countries and contribute to the smooth execution of key business priorities.

If you are looking for a role where you can learn, take ownership and accelerate your career, we'd love to hear from you.