Executive Assistant & Office Experience Coordinator

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