Executive Assistant

Executive Assistant / Administrative Business Partner (ABP)

Position Overview

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• Role Type: Fixed-Term Contract (Hybrid)
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• Contract Duration: 17th August 2026 – 16th April 2027
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• Location: London, UK (3 days on-site / 2 days remote)
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We are seeking a high-performing Executive Assistant / Administrative Business Partner (ABP) to join our London team. In this role, you will act as a strategic partner, managing complex calendars, travel, expenses, and site culture initiatives with minimal guidance.

You will bring a deep understanding of business priorities, sound judgment, and high discretion. As a key culture builder and operational cornerstone, you will collaborate across functional teams, establish trust, and serve as a role model within the local and regional ABP community.

Key Responsibilities

Calendar & Time Management

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• Proactively manage and optimize calendars for leadership, teams, and site operations across multiple time zones.
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• Resolve scheduling conflicts, build in prep time, and align time allocations with short- and long-term business goals.
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Event & Site Culture Leadership

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• Drive end-to-end delivery of medium-to-large events (e.g., team off-sites, summits, tech talks, site-wide cultural initiatives).
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• Oversee all event logistics: venue booking, equipment, vendor coordination, swag, and budget management.
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• Recommend and lead strategic programs that boost team dynamics, site effectiveness, and local workplace culture.
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Travel & Expense Management

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• Coordinate end-to-end domestic and international travel, ensuring alignment with preferences, visa/passport requirements, and tech needs.
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• Remain on-call during travel to resolve urgent issues; build travel agendas and post-travel documentation as needed.
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• Manage expense reporting, purchase orders, and invoice approvals with strict adherence to budget policies.
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Executive & Meeting Support

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• Prepare for high-stakes meetings: draft agendas, compile slide decks, confirm equipment/attendees, and capture notes.
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• Serve as a trusted advisor, handling highly confidential information with an advanced understanding of company policies.
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Operations & Office Space Coordination

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• Assess and advocate for office space needs, collaborating with Real Estate Workplace Services (REWS) on allocation and moves.
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• Identify operational bottlenecks and lead process improvement initiatives across the site or broader ABP network.
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Minimum Qualifications

To be successful in this role, you should demonstrate proven proficiency in:

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• Core Administration & Calendar Management: Advanced experience optimizing complex calendars and daily executive workflows.
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• Event & Project Management: Proven track record leading medium- to large-scale events and cultural projects from concept to completion.
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• Travel & Expense Operations: Expertise in global travel logistics, risk mitigation, and processing complex expenses.
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• Site Culture & Relationship Building: Ability to build rapport across teams, foster community, and act as a site culture leader.
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• Confidentiality & Discretion: Highest standards of integrity when handling sensitive business data.
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• Resource Planning & Facilities: Experience with space allocation, headcount management, and partnering with facilities/REWS teams.
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• Communication Skills: Exceptional written and verbal communication skills across internal and external stakeholders.
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