Executive Assistant (12-month FTC)

About Marshmallow

We exist to make migration easy.

A systemic problem of this magnitude requires a team of curious thinkers who relentlessly pursue solutions. Those who constantly challenge the why, dismantle assumptions, and always take action to build a better way.

A Marshmallow career is built on a cycle of continuous growth, with learning at its core. You will be challenged to raise the bar on your capabilities and supported with the right tools and guidance to do so. This ensures you can deliver impactful work and drive change.

If life at Marshmallow sounds like it could be for you, explore our Culture Handbook to find out more.

Move our mission, and your career, forward.

The Executive Support Team

We’re looking for an Executive Assistant who will be key in coordinating board-level operations and meetings. In addition, you will support three members of our C-Suite by managing scheduling, planning events, and keeping everything running smoothly. Reporting directly to one of the C-Suite executives, you’ll play a central role in ensuring seamless executive and board support.

What you’ll be doing

• Board Meeting Coordination: Prepare and distribute agendas, board packs, and supporting documents ahead of meetings. Attend board meetings to take precise minutes, document key decisions, track action items, circulate meeting minutes, and ensure follow-up actions are completed within agreed-upon timelinesDiary and Schedule Management: Take full ownership of complex and dynamic calendars, acting as a gatekeeper to prioritise and streamline scheduling demands

• Email and Communication Support: Manage executive email inboxes, flag critical items and ensure timely follow-ups and responses

• Event and Meeting Planning: Organise logistics for onsite and offsite meetings, including catering, travel arrangements, and venue setup for regular team-wide and executive events

• Travel and Expense Administration: Manage national and international travel arrangements and ensure accurate and timely processing of expenses

• Document Preparation: Create, format, and edit high-quality documents, reports, and presentation decks tailored for executive and board-level audiences

Who you are

• A seasoned professional with extensive experience in executive-level diary management, prioritisation, and communication

• Adaptable and resourceful, thriving in a fast-paced, high-pressure environment with a proactive approach to problem-solving

• A trusted partner with exceptional organisational skills and a strong eye for detail, particularly in handling sensitive and confidential matters

• Positive and approachable, with a warm and professional demeanour that inspires confidence and collaboration

• Discreet and dependable, capable of managing high-level information with integrity and tact

What we're looking for from you

• Previous experience as an Executive Assistant. You will have experience in coordinating multiple administrative tasks involving C-Suite support

• Expertise managing regulated board meeting logistics, from agenda preparation to minute-taking and action-tracking

• Strong interpersonal skills to engage effectively with stakeholders at all levels, including senior executives and board members

• Ability to work sensitively and challenge stakeholders when necessary

• An excellent communicator who is fluent in written and spoken English

• Someone highly coordinated who knows how to get things done and thrives in a busy environment where no two days are the same

• Knowledge of G-Suite and working experience with Macs

Perks of the job

• Flexible working - Spend 3 days per week with your team in our new collaborative London office

• Competitive bonus scheme - designed to reward and recognise high performance 🌟

• Flexible benefits budget - £50 per month to spend on a Ben Mastercard meaning you get your own benefits budget to spend on things you want. Whether that’s subscriptions, night classes (puppy yoga, anyone?), the big shop or a forest of houseplants. Pretty much anything goes 💰

• Sabbatical Leave - Get a 4-week fully paid sabbatical after being with us for 4 years 🏝️

• Work From Anywhere - 4 weeks work from anywhere to use, with no need to come to the office 🛫

• Mental wellbeing support – Access therapy and mental health sessions through Oliva 💚

• Learning and development – Personal budgets for books and training courses to help you grow in your role. Plus 2 days a year - on us! - to further your skillset 🤓

• Private health care - Enjoy all the benefits Vitality has to offer, including reduced gym memberships and discounts on smartwatches 🏥

• Medical cash plan - To help you with the costs of dental, optical and physio (plus more!)

• Tech scheme - Get the latest tech for less 🖥

Plus all the rest; 33 days holiday (including bank holidays), pension, cycle to work scheme, monthly team socials and company-wide socials every month!

We are not in a position to offer sponsorship and/or a visa for this position.

Background checks
As part of our commitment to maintaining a safe and trustworthy environment, we’ll carry out standard background checks, including a DBS and a Cifas check. These help ensure there are no ongoing criminal proceedings and support the prevention of fraud and other forms of serious misconduct. If anything of concern is identified, it may affect your eligibility for certain roles or services. Feel free to ask our Talent Acquisition team if you have any questions about this!

Everyone belongs at Marshmallow

At Marshmallow, we want to hire people from all walks of life with the passion and skills needed to help us achieve our company mission. To do that, we're committed to hiring without judgement, prejudice or bias.

We encourage everyone to apply for our open roles. Gender identity, race, ethnicity, sexual orientation, age or background does not affect how we process job applications.

We're working hard to build an inclusive culture that empowers our people to do their best work, have fun and feel that they belong.

Recruitment privacy policy

We take privacy seriously here at Marshmallow. Our Recruitment privacy notice explains how we process and handle your personal data. To find out more please view it here.