Skills

Communication Adaptability Organizational Skills

Job Specifications

Job Title: Executive Administrative Assistant

Location: Paddington, UK

Shift: M-F standard 40 hours

Principal Duties and Responsibilities:

We are seeking a highly organized and proactive Executive Assistant to support two senior leaders in a fast-paced, high-change business environment. This role is critical to ensuring operational efficiency and enabling executive productivity through expert calendar management, meeting coordination, and administrative support.

Key Responsibilities

Calendar & Meeting Management (80%)
Manage complex calendars for two senior leaders, including scheduling, prioritizing, and resolving conflicts.
Coordinate internal and external meetings, including logistics, agendas, and guest communications.
Book meeting rooms and manage virtual meeting platforms.
Administrative & Operational Support (20%)
Process expense reports and manage travel arrangements.
Raise purchase orders and manage procurement processes.
Support compliance and internal operational requirements.

What We're Looking For

Experience & Qualifications:

5-8 years of experience in executive administration or similar roles.
Proven ability to manage multiple senior stakeholders.
Strong resilience and adaptability in dynamic, fast-changing environments.

Key Skills:

Calendar Management: Minimum 5 years of experience managing complex executive calendars.
Procurement & Expenses: At least 3 years of experience with raising POs, managing IO codes, and processing expenses.
Stakeholder Communication: Minimum 3 years of experience coordinating with senior-level stakeholders.

Ideal Candidate Profile:

Demonstrated success supporting senior executives.
Excellent communication and interpersonal skills.
Strong organizational skills and ability to manage competing priorities under pressure.

About the Company

Apex Systems is a leading global technology services firm that incorporates industry insights and experience to deliver solutions that fulfill our clients' digital visions. We offer a continuum of services, specializing in strategy, transformation, and managed services across application development, data, enterprise platforms, cloud and infrastructure, and cybersecurity. Through our ability to innovate alongside our customers, we build and deploy the right artificial intelligence solutions to realize business value and impr... Know more