Executive Assistant

Overview A growing AI infrastructure business is hiring an Executive Assistant to support its Executive Directors, based in London on a hybrid basis (roughly three days a week in the office). This is a permanent, full-time role paying £40,000 - £55,000. The business operates in regulated and mission-critical sectors including government, defence, healthcare and financial services, building sovereign-grade AI infrastructure across EMEA. Security clearance eligibility is a firm requirement.

This role exists because the Executive Directors need someone who can genuinely hold things together across every dimension of their working lives, not just manage a diary. Day-to-day, that means owning complex schedules, handling sensitive correspondence, coordinating board sessions and international travel, and acting as the connective tissue between senior leadership and a wide range of external stakeholders including government and defence partners. The person who thrives here won’t wait to be told what to do. They’ll read the room, anticipate what’s needed, and make sound calls with limited information and tight turnarounds. At 12 months, success looks like being so embedded that the execs delegate without thinking twice.

Key Responsibilities

• Own and manage the Executive Directors’ diaries end-to-end, resolving conflicts and prioritising engagements with judgement
• Triage and manage inboxes, drafting correspondence on behalf of senior leadership
• Coordinate complex UK and international travel, including logistics for secure or restricted-access sites
• Prepare briefing packs, board papers and presentations, quality-checking ahead of key meetings
• Serve as the primary point of contact between the Executive Directors and internal leadership, clients, government and defence stakeholders
• Lead planning and coordination of leadership meetings, board sessions and offsites, including agendas and minutes
• Track actions from executive meetings and follow up to ensure accountability
• Handle confidential and sensitive information with absolute discretion
• Support budget and expense management for the executive office

Requirements Must-haves

• EA or Senior PA experience at C-suite or board level
• Track record managing complex, high-volume diaries under pressure
• Experience coordinating board or leadership meetings, including papers, minutes and action tracking
• Consistent discretion with confidential and sensitive information
• Eligibility for UK security clearance (SC level or above)
• Comfort operating with limited information and fast turnarounds
• Flexibility to travel, including internationally, as needed
• Advanced Microsoft Office skills (Outlook, Word, PowerPoint, Excel)
• Strong written and verbal communication at senior stakeholder level
• Degree-level education or equivalent senior leadership support experience

Nice-to-haves

• Background in defence, government, critical infrastructure or another security-conscious sector
• Relevant professional certification in administration or business support

What Success Looks Like

• Embedded as a trusted extension of the Executive Directors within the first few months, knowing their preferences, rhythms and priorities without being prompted
• Diaries and correspondence running smoothly with minimal exec involvement
• Board sessions, offsites and leadership meetings consistently well-prepared and well-run
• Sensitive information and high-stakes communications handled with no missteps
• A reputation across the leadership team as the person who gets things done, reliably and discreetly

Challenges

• Information is often incomplete and timelines are short. The role demands confident decision-making without the luxury of full context, then course-correcting quickly if needed.
• The environment is security-conscious by design. Discretion isn’t a soft skill here, it’s a hard requirement, and the stakes of getting it wrong are real.
• The role spans both remote and in-person work, sometimes across international locations. Flexibility and self-sufficiency are non-negotiable.