UK - Graduate Executive Assistant & Project Coordinator

Incubeta
London
Workplace: OnsiteFull timeFunction: Administration & Executive AssistanceExperience: 7+ yearsSkills: ["Organizational skills","Communication","Discretion","Project management","Problem-solving"]

Support the Global CEO and Executive Leadership Team as a non-traditional Executive Assistant, combining complex diary management with executive communications and strategic project coordination. Coordinate Exco/global leadership meetings, board materials, and townhalls, while driving cross-functional initiatives through clear governance, milestones, and stakeholder alignment. Use AI, automation, and technologies to streamline reporting and operational workflows, backed by data-backed recommendations. Reporting to the Group CEO.

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Incubeta
Incubeta
2 days ago

UK - Graduate Executive Assistant & Project Coordinator

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Job Summary

Support the Global CEO and Executive Leadership Team as a non-traditional Executive Assistant, combining complex diary management with executive communications and strategic project coordination. Coordinate Exco/global leadership meetings, board materials, and townhalls, while driving cross-functional initiatives through clear governance, milestones, and stakeholder alignment. Use AI, automation, and technologies to streamline reporting and operational workflows, backed by data-backed recommendations. Reporting to the Group CEO.
Location: London
Workplace: Onsite
Employment Type: Full time
Job Function: Administration & Executive Assistance

Key Responsibilities

  • •Manage and maintain a complex global CEO calendar and provide diary support for the Exco as required.
  • •Prepare, follow up, and support Exco and global leadership meetings (agendas, pre-reads, minutes, action tracking), and coordinate board/leadership meeting materials.
  • •Draft and review internal and external communications including emails, reports, and presentations, and monitor timely information flow between stakeholders.
  • •Oversee large cross-functional initiatives by setting roadmaps, coordinating stakeholders/SMEs, defining governance, and driving execution toward milestones and deliverables.
  • •Leverage AI and automation to optimize operational efficiency, identify manual bottlenecks, and build workflows to streamline project reporting and routine Exco tasks.

Key Requirements

  • •Minimum of 7 years work experience as an Executive Assistant in a fast-paced business environment.
  • •Outstanding organizational skills and a proven track record of successful project management.
  • •Excellent document drafting skills and strong knowledge of the Google suite (Gmail, Drive, Google Docs, Sheets).
  • •Fluent in English with excellent writing skills and the ability to adapt tone of voice.
  • •Highly technically astute with comfort understanding complex technical concepts, systems, tools, and digital platforms.
Experience:7+ yearsDigital marketingAI automation
Skills:Organizational skillsCommunicationDiscretionProject managementProblem-solving
Languages:English
Tech Stack:Google suiteGmailGoogle DriveGoogle DocsGoogle SheetsAIAutomationGemini EnterpriseSparkAgent-based workflows

Company Brief

Incubeta
Global marketing performance agency providing media, data, creative and technology services to help brands drive growth, in-housing and digital transformation across multiple industries and markets.
Industry: Professional Services
Company Size: Large (251 to 1,000 employees)
Revenue: USD 100M to 250M
Growth: Established Company
Funding: Private Equity Backed
Headquarters: London, United Kingdom
Founded: 1995
Glassdoor
Glassdoor: 3.7
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