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About the Role

We are looking for a motivated and proactive Executive Assistant to the Executive Team to provide high-quality executive and personal support to senior leadership and help drive the day-to-day effectiveness of our executive operations. In this role, you will act as a trusted extension of the Executive Team, supporting both professional and personal priorities, building and running a best-in-class in-house administrative function, and ensuring seamless coordination with internal teams, external partners, and service providers. This position requires exceptional organisational and communication skills, strong judgment, and a proven ability to anticipate needs, manage competing priorities, and deliver reliable, high-level support across all aspects.

Responsibilities

Provide high-level administrative, personal and strategic support to the Executive Team, ensuring their time, priorities, and communications are managed with precision and discretion.
Confident in using AI-driven systems to streamline daily administrative operations.
Serve as a central point of coordination between executives, internal teams, and external partners to ensure seamless information flow and alignment.
Manage diaries, appointments, meeting schedules and logistics for multiple executives, anticipating conflicts and resolving issues proactively.
Prepare, review, and organise executive materials including presentations, reports, agendas, and briefing documents.
Track key initiatives, deadlines, and action items, following up with stakeholders to ensure timely execution.
Act as a trusted gatekeeper and representative of the Executive Team, handling sensitive matters with confidentiality and professionalism.
Support planning and execution of board meetings, leadership offsites, and executive-level events.
Help build and refine executive operations, systems, and processes to improve efficiency and scalability.
Partner with Finance, HR, and Operations teams on contracts, approvals, and internal workflows.
Identify opportunities to streamline processes, solve problems, and enhance the overall effectiveness of the Executive Team.
Manage end to end travel planning for the Executive Team handling bookings, schedules and logistics to support business needs.
Assist the Executive team with a wide range of ad-hoc duties including collecting beverages for meetings/events.
Willing to provide flexible support, including occasional out of office hours assistance.

Requirements

Proven experience (2+ years) in an administrative or executive support role, such as Personal Assistant, Executive Assistant or have similar experience.
Exceptional communication, interpersonal, and relationship-building skills, with the ability to interact confidently with executives, stakeholders, and external partners.
Strong organisational and time-management skills with the ability to handle multiple priorities in a fast-paced environment.
Demonstrated ability to anticipate executive needs, think ahead, and act with discretion and professionalism.
Experience managing complex calendars, travel, meetings, and executive-level communications.
High level of proficiency with productivity and collaboration tools (e.g., Google Workspace, Microsoft Office, Slack).
Strong attention to detail and ability to produce polished documents, presentations, and reports.
Proven problem-solving skills and the ability to work independently with minimal supervision.
Ability to handle confidential and sensitive information with integrity and discretion.

Skills

AI-driven systems
Google Workspace
Microsoft Office
Slack

Location

Nine Elms, London

Work Type

Full-time
On-site

Experience Level

2+ years

Education Level

Bachelor’s degree in Business Administration, Communications, or a related field, or equivalent professional experience.

Benefits

Competitive salary
25 days of holiday per year (plus all bank holidays)
Private Health Insurance
Extended sick pay and maternity/paternity leave pay
Cycle to work scheme
Flexible/hybrid working arrangement

About the Company

Zapp is London’s leading premium convenience retail platform. Founded in 2020, our vision is to disrupt the multi-trillion dollar convenience retail market, currently dominated by major players, by developing best-in-class customer-centric technology and fulfilment solutions. Zapp partners with some of the world’s leading brands to deliver an exclusive range of hand-picked products 24/7, delivered in minutes.