Job Description
2x Executive Assistants (UK) – Oversight of Global PA Function
Location: UK (Uxbridge / West London or Hybrid)
Travel: Travel will be involved so only those able to meet this requirement are advised to apply
Reporting to: CEO & COO
Direct Report: Personal Assistant's (India – Navi Mumbai)
Working Hours: UK business hours (flexibility required for cross-border coordination)
About Keplin Group Limited
Keplin Group Limited is a UK-based FMCG group operating a portfolio of 11 consumer brands across global markets. With growing international operations, the business requires structured, senior executive support to ensure leadership time, priorities, and execution are tightly managed across regions.
Role Summary
The Executive Assistant's (EA) will act as the primary strategic and operational support partner to the CEO and COO, while directly managing and overseeing the India-based PA.
This role is not administrative only. It is a control, prioritisation, and governance role designed to ensure:
- Executive time is protected
- Information flow is filtered and accurate
- Instructions are executed correctly across geographies
- The PA function operates at a consistently high standard
The EA's will be accountable for what gets done, how it is done, and when – while execution support is shared with the India PA.
Key Responsibilities
Executive Support (UK-Led)
- Own and control CEO & COO calendars, priorities, and scheduling strategy
- Act as first-line gatekeeper for UK leadership time
- Prepare briefing packs, agendas, summaries, and decision documents
- Anticipate leadership needs and proactively flag conflicts, risks, or gaps
- Manage sensitive and confidential matters with absolute discretion
PA Oversight & Management (India)
- Line-manage the India-based PA and set daily/weekly priorities
- Delegate tasks clearly and monitor execution quality and timelines
- Review outputs (emails, documents, itineraries, reports) before leadership exposure
- Ensure instructions from CEO/COO are interpreted correctly and followed precisely
- Coach, correct, and continuously improve PA standards and performance
- Act as escalation point where clarity, urgency, or judgement is required
Coordination & Communication Control
- Be the single point of coordination between:
- CEO / COO
- India PA's
- Senior leadership team
- Track all actions, follow-ups, and deadlines to closure
- Ensure no instruction, meeting action, or request is lost or duplicated
- Maintain structured logs, trackers, and priority lists
Travel, Logistics & Planning
- Own end-to-end executive travel strategy (UK & international)
- Review and approve travel plans prepared by the India PA
- Ensure visas, itineraries, accommodation, and schedules are aligned to business priorities
- Oversee expense reporting accuracy and compliance
Operational & Business Support
- Support leadership with:
- Board and senior management preparation
- Cross-functional coordination
- High-priority initiatives and deadlines
- Maintain executive filing systems and structured documentation
- Ensure information is accessible, current, and decision-ready
What Success Looks Like
- CEO & COO are fully briefed, prepared, and uninterrupted
- Calendars reflect true priorities, not noise
- The India PA operates efficiently, confidently, and consistently
- Instructions are executed correctly first time
- Leadership trust the EA function completely
Key Requirements
Experience
- 6–10+ years’ experience as an Executive Assistant supporting senior leadership
- Proven experience managing or supervising a PA or admin function
- Experience working with international or offshore teams strongly preferred
Skills
- Exceptional organisation, judgement, and prioritisation
- Strong leadership presence without ego
- Outstanding written and verbal English
- Ability to manage complexity, urgency, and confidentiality
- Calm, authoritative, and solutions-focused
Education
- Bachelor’s degree (or equivalent professional experience)
Why This Role Is Critical
This position is the control centre of executive operations.
The EA ensures leadership time is protected, decisions are supported, and the India PA function operates as an extension of the UK leadership office – not in parallel or in isolation.
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