Executive Assistant & Office Experience Coordinator

Location: Greater London

** Executive Assistant & Office Operations Coordinator*
* *
* Location:

** London, W2     
*
* Contract:

** 12 Months (with potential extension)    
** Working Pattern:
** Full-time onsite initially, with hybrid working available once established in the role    
** Interview Process:
** Face-to-face panel interview    
** About the Role
** We are seeking a highly capable, proactive, and detail-oriented Executive Assistant & Office Operations Coordinator to support our VP-level leadership team and help create a structured, efficient, and high-performing office environment.  This is far more than a traditional Executive Assistant position. You'll play a key role in elevating executive operations, driving workplace efficiency, strengthening cross-functional collaboration, and enhancing the overall office experience.

The successful candidate will bring exceptional organisation skills, anticipate needs before they arise, and champion continuous improvement across the business.

** Key Responsibilities*
* ** Executive Operations & Leadership Support*
* * Manage complex VP-level calendars, ensuring effective prioritisation and seamless scheduling
* Proactively identify and resolve diary conflicts
* Coordinate senior leadership meetings, reviews, workshops, and key business events
* Ensure leaders are fully prepared and supported to operate effectively
** Office Management & Administration*
* * Act as the central point of contact for day-to-day office operations
* Create and maintain an organised, responsive, and professional workplace environment
* Drive improvements to office processes, vendor management, and workplace experience
* Support procurement, invoicing, reporting, and document management activities
* Coordinate cross-functional actions and ensure follow-up and accountability
** Travel & Mobility Coordination*
* * Arrange domestic and international travel, accommodation, and logistics
* Ensure travel plans are efficient, compliant, and well-organised
* Anticipate issues and manage changes proactively to minimise disruption
** Internal Communications*
* * Coordinate and maintain high-quality internal communications
* Support town halls, leadership updates, and wider business communications
* Ensure messaging is clear, consistent, and professionally presented
** Health & Safety Support*
* * Coordinate Health & Safety activities, audits, and compliance requirements
* Maintain training records and safety documentation
* Support mandatory training programmes and ongoing safety initiatives
** Experience Required*
* * 3-6 years' experience in Executive Support, Office Management, Operations Coordination, or a similar role
* Experience supporting senior leaders within a fast-paced business environment
* Previous exposure to cross-functional teams including HR, Finance, and Operations
* Proven ability to manage competing priorities and drive process improvements
* Experience with travel coordination, event planning, or operational support would be advantageous
** Skills & Competencies*
* ** Core Skills*
* * Excellent organisational and time-management abilities
* Strong written and verbal communication skills
* Exceptional attention to detail
* Advanced calendar management and scheduling expertise
* High level of discretion and ability to handle confidential information
** Interpersonal Skills*
* * Strong stakeholder management and relationship-building skills
* Customer-service mindset with a collaborative approach
* Confidence working with senior leaders and multiple departments
* Ability to influence and coordinate effectively across teams
** Personal Attributes*
* * Proactive, forward-thinking, and solutions-focused
* Strong ownership and accountability for outcomes
* Calm and effective under pressure
* Professional, trustworthy, and highly organised
* Passionate about delivering a first-class support experience
* Confident challenging inefficiencies and implementing better ways of working
** What's on Offer?*
* * Opportunity to work closely with VP-level leadership
* Highly visible role with real influence across the business
* Collaborative and professional working environment
* Long-term contract with potential extension
* Competitive hourly rate
* Hybrid working available following an initial onsite onboarding period