Executive Assistant & Business admin

Executive Assistant & Business admin

Location: Mayfair, London (Hybrid Working)
Salary: Competitive + Benefits

About the Company

Our client is a highly respected international aviation business based in the West End. Operating across multiple global markets, they partner with a diverse range of clients and are involved in a variety of exciting projects at any given time.

As a growing London hub, they are now looking to appoint an Executive Assistant & Operations Coordinator in a newly created position. This is a unique opportunity to join a collaborative, entrepreneurial environment and truly make the role your own. The successful candidate will have the autonomy to shape processes, take ownership of responsibilities, and become a key support to the wider business.

The Opportunity

This is far more than a traditional Executive Assistant role. Whilst supporting senior stakeholders with complex diary management and administrative responsibilities, you will also play a pivotal role in ensuring the smooth day-to-day operation of the London office.

Given the nature of the business, no two days will be the same. You will be supporting multiple international projects simultaneously, working across various time zones, and acting as a trusted point of coordination for both internal and external stakeholders.

The ideal candidate will be a proactive self-starter who enjoys working in a highly varied role and is comfortable rolling up their sleeves and getting involved wherever needed.

Key Responsibilities

Executive Support

• Provide comprehensive EA support to senior leadership.
• Manage complex and ever-changing diaries across multiple international time zones.
• Coordinate global meetings, conference calls, and travel arrangements.
• Prepare meeting materials, presentations, agendas, and briefing documents.
• Manage inboxes and correspondence where required.
• Act as a gatekeeper and key point of contact for internal and external stakeholders.

Operations & Office Support

• Support the smooth running of the London office.
• Assist with office management and coordination of suppliers and external partners.
• Maintain systems, records, and documentation.
• Support the delivery of multiple projects across the business.
• Coordinate meetings, events, and client engagements.
• Help identify and implement improvements to processes and ways of working.
• Provide ad hoc support across the wider team as business needs evolve.

Project Coordination

• Assist with the organisation and tracking of various international projects.
• Ensure actions, deadlines, and deliverables are effectively managed.
• Liaise with stakeholders across different locations and time zones.
• Support senior leaders with reporting, project updates, and follow-up actions.

About You

• Previous experience in an Executive Assistant, Personal Assistant, Operations Coordinator, or similar support role.
• Exceptional diary management experience, ideally across multiple international time zones.
• Highly organised with excellent attention to detail.
• A confident communicator with strong interpersonal skills.
• Able to manage multiple priorities and work effectively in a fast-moving environment.
• Comfortable working autonomously and taking ownership of tasks.
• Naturally proactive and able to anticipate business needs.
• Strong Microsoft Office skills, including Outlook, Word, PowerPoint, and Excel.
• Experience supporting senior stakeholders within an international organisation would be advantageous.

Personal Attributes

• Self-starter with a hands-on attitude.
• Adaptable, flexible, and happy to get involved wherever required.
• Solutions-focused and resourceful.
• Commercially aware and highly professional.
• Thrives in a dynamic environment where priorities can change quickly.
• Enjoys building relationships and becoming a central part of a close-knit team.

Why Apply?

• Newly created role with the opportunity to genuinely make it your own.
• Broad and varied position combining Executive Assistant, project coordination, and operational responsibilities.
• Exposure to an international business operating across multiple markets.
• Hybrid working arrangement.
• Prime West End location.
• Opportunity to join a growing business where your contribution will have a visible impact from day one.

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