Executive Assistant & Operations Coordinator

Job Title: Executive Assistant & Operations Coordinator

Location: London Hybrid
Reports To: Chief Operating Officer (COO)

SALARY - 32K - 45K DEPENDENT ON EXPERIENCE

Overview

We are looking for a dynamic and detail-oriented Executive Assistant & Operations Coordinator to support the COO and senior leadership team in driving operational excellence across the business. This is a multifaceted role combining executive support, office and team coordination, event management, and marketing support. The successful candidate will be proactive, organised, and confident working in a fast-paced environment with international reach.

Key Responsibilities

Executive Support & Office Management

• Provide comprehensive executive support to the COO.
• Manage day-to-day office operations including procurement, IT liaison, and onboarding of new staff.
• Ensure efficient internal communications and maintain a high level of discretion and professionalism.

International Team & Compliance

• Liaise with overseas teams to check and track paperwork and ensure all documentation meets internal standards and deadlines.
• Support the COO in maintaining oversight of international operations, flagging risks, and coordinating deliverables.

Event & Marketing Coordination

• Plan and deliver internal and external events, including logistics, budget tracking, vendor management, and communications.
• Collaborate on marketing initiatives, assist with content creation, and maintain brand consistency across platforms.
• Manage and update the company website (WordPress) and schedule content across social media platforms (Hootsuite, Later).

Project & Process Support

• Assist the COO with key projects and cross-departmental initiatives to improve operational efficiency.
• Support budgeting and expense tracking, ensuring timely reporting and accurate records.
• Help document and refine operational processes and systems.

Key Skills & Experience

• 5+ years of experience in executive support and office or operations management roles.
• Experience supporting senior leaders, with the ability to anticipate needs and act independently.
• Strong organisational skills with excellent attention to detail and ability to manage competing priorities.
• Event coordination experience (corporate, internal, or client-facing).
• Comfortable reviewing and processing documentation, with awareness of cross-border business practices.
• Tech-savvy: proficient in MS Office 365, Google Workspace, CRM tools (HubSpot), WordPress, and Adobe Creative Suite.
• Strong communication and interpersonal skills.

Desirable

• Previous experience working with or coordinating remote/international teams.
• Experience in a start-up or fast-growth company environment.
• Familiarity with project management tools (e.g. Trello, Asana).