Executive Assistant – CEO Office

Executive Assistant – London (Hybrid)

Your Mission at Epassi

Enable the effectiveness of our Group Leadership Team by providing high quality executive support and ensuring smooth day to day operations across travel coordination and key internal coordination.

Your Responsibilities

• Provide high level administrative support to the Epassi CEO Office: calendar management, meeting coordination, communications support.
• Schedule and organize meetings, board sessions, off sites, and internal reviews.

Travel Management

• Oversee domestic and international travel arrangements for executives and broader team travel needs.
• Manage relationships with travel providers and booking platforms.
• Ensure all travel complies with company policies and budget constraints.
• Prepare detailed itineraries, handle last minute changes, and support visa travel documentation as needed.
• Track and report on travel budgets; coordinate invoice processing.

Your Success Criteria

• Build strong trusted working relationships with Group Leadership Team members and key stakeholders.
• Keep leadership calendars, meetings, and logistics running smoothly—without things slipping through the cracks.
• Ensure travel is well planned, policy compliant, cost conscious, and adaptable to last minute changes.
• Deliver off sites events and other coordination tasks on time and within budget.
• Proactively anticipate needs, identify risks early, and drive solutions independently.

Daily Activities

• Managing calendars, scheduling, and meeting logistics for senior leaders.
• Coordinating leadership meetings, internal reviews, and occasional board related logistics.
• Booking and managing travel itineraries, changes, documentation, and support.
• Liaising with travel vendors and internal stakeholders; tracking costs and invoices.
• Supporting internal coordination tasks, events, and off sites as required.

Requirements

• 5+ years of experience in executive support and or operations roles, supporting C suite or group level leadership.
• Experience in a fast paced corporate and multinational environment.
• Strong organizational and multitasking skills; ability to manage multiple workflows with discretion and urgency.
• High proficiency in Microsoft Office Outlook Excel PowerPoint and or Google Workspace, plus collaboration tools Teams Slack.
• Experience coordinating international travel and managing vendor relationships.
• Excellent communication and interpersonal skills.

Competencies

• Proactivity: initiative, anticipate needs, act with urgency.
• Structure and organization: clarity to complexity, manage multiple priorities.
• Stakeholder management: build trust quickly and communicate clearly with senior leaders.
• Discretion and confidentiality: handle sensitive information with integrity and sound judgment.
• Attention to detail: ensure accuracy across schedules, itineraries, and operational processes.
• Adaptability: remain calm under pressure and respond smoothly to changing priorities.

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