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 interviewAbout the RoleWe 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 ResponsibilitiesExecutive Operations & Leadership SupportManage complex VP-level calendars, ensuring effective prioritisation and seamless schedulingProactively identify and resolve diary conflictsCoordinate senior leadership meetings, reviews, workshops, and key business eventsEnsure leaders are fully prepared and supported to operate effectivelyOffice Management & AdministrationAct as the central point of contact for day-to-day office operationsCreate and maintain an organised, responsive, and professional workplace environmentDrive improvements to office processes, vendor management, and workplace experienceSupport procurement, invoicing, reporting, and document management activitiesCoordinate cross-functional actions and ensure follow-up and accountabilityTravel & Mobility CoordinationArrange domestic and international travel, accommodation, and logisticsEnsure travel plans are efficient, compliant, and well-organisedAnticipate issues and manage changes proactively to minimise disruptionInternal CommunicationsCoordinate and maintain high-quality internal communicationsSupport town halls, leadership updates, and wider business communicationsEnsure messaging is clear, consistent, and professionally presentedHealth & Safety SupportCoordinate Health & Safety activities, audits, and compliance requirementsMaintain training records and safety documentationSupport mandatory training programmes and ongoing safety initiativesExperience Required3-6 years' experience in Executive Support, Office Management, Operations Coordination, or a similar roleExperience supporting senior leaders within a fast-paced business environmentPrevious exposure to cross-functional teams including HR, Finance, and OperationsProven ability to manage competing priorities and drive process improvementsExperience with travel coordination, event planning, or operational support would be advantageousSkills & CompetenciesCore SkillsExcellent organisational and time-management abilitiesStrong written and verbal communication skillsExceptional attention to detailAdvanced calendar management and scheduling expertiseHigh level of discretion and ability to handle confidential informationInterpersonal SkillsStrong stakeholder management and relationship-building skillsCustomer-service mindset with a collaborative approachConfidence working with senior leaders and multiple departmentsAbility to influence and coordinate effectively across teamsPersonal AttributesProactive, forward-thinking, and solutions-focusedStrong ownership and accountability for outcomesCalm and effective under pressureProfessional, trustworthy, and highly organisedPassionate about delivering a first-class support experienceConfident challenging inefficiencies and implementing better ways of workingWhat's on Offer?Opportunity to work closely with VP-level leadershipHighly visible role with real influence across the businessCollaborative and professional working environmentLong-term contract with potential extensionCompetitive hourly rate Hybrid working available following an initial onsite onboarding period The NRL Group connect global companies with the right people to bring engineering projects to life. Supporting contracting companies with energy transition plans and working with our clients to create a cleaner, greener future. We welcome applications from every walk of life and are committed to diversity within the industries we support, as a certified Inclusive Recruiter and Armed Forces friendly employer. You can ensure you stay safe when job searching online by visiting the JobsAware website.