Executive Assistant

Job Description

An Executive Assistant at The Adaptavist Group will help senior leaders manage daily operations and enable the business to grow. The role focuses on general administration, operational duties, and supporting global senior leaders.

• Coordinate and organise senior leaders’ diaries and inboxes across multiple time zones.
• Respond to emails on behalf of senior leaders when requested.
• Prepare agendas, write minutes, and attend meetings.
• Organise and coordinate complex travel and accommodation arrangements.
• Maintain up‑to‑date personal documentation securely.
• Provide relevant documentation for meetings in advance.
• Run and maintain small projects and initiatives independently.
• Balance controls and risk-taking to ensure efficient operation within budget.
• Build strong relationships with senior leadership and internal & external stakeholders.
• Represent senior leaders in interactions with stakeholders at all levels.
• Be visible to employees as the point of contact for senior leaders.
• Travel for business trips across EMEA, APAC, and AMER regions.

• Comfortable using Apple Mac and its software tools (Word, Excel, PowerPoint).
• Experience with Google Docs/Sheets, Trello, Slack, Telegram.
• Excellent planning and organisational skills, detail-oriented, results-driven.
• Strong English communication skills, verbal and written.
• High resilience in a constantly changing environment.
• Adaptable and flexible working style, team player with a good sense of humour.
• Comfortable working while travelling and on the go.
• Desirable experience with Jira and Confluence.
• Understanding of data and analytics.
• Ability to build and develop relationships with senior stakeholders.
• Creative problem-solving skills.
• Discretion and confidentiality at all times.
• Ability to prioritise workload proactively and work under pressure.

The Adaptavist Group offers a generous holiday allowance, flexible working hours, Mac Books for all employees, support for remote workers, and a Time Away Policy with 26 weeks of paid leave for birthing parents, 13 weeks for non-birthing parents, and extended leave for adoption, IVF, surrogacy, elective egg freezing, and women’s health needs.

We encourage all qualified applicants, regardless of age, disability, race, sexual orientation, religion or belief, sex, gender identity, pregnancy and maternity, marriage, and civil partnership status.

We commit to protecting candidates. We will never ask for any payment or fee during recruitment. All communications come from official channels.