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About the Role
Provide professional, proactive, and confidential day-to-day support to the COO, liaising with internal and external stakeholders. This role is integral to the senior operations team, requiring extensive administrative support and coordination at an executive level. The ideal candidate will act autonomously, prioritize workload effectively, and manage changing needs with efficiency and initiative.
Responsibilities
- Proactively manage a complex, fast-moving executive diary, balancing competing priorities and anticipating conflicts.
- Coordinate internal and external meetings globally across multiple time zones, including Zoom meetings.
- Research, prepare, and collate briefing packs, agendas, and supporting documents for meetings.
- Follow up on meeting action items.
- Draft, write, and edit a wide range of materials, including emails, internal communications, and presentations.
- Monitor and manage the COO’s inbox, prioritizing correspondence and responding with discretion.
- Take full ownership of organizing offsite meetings and leadership events.
- Organize all international and domestic travel for the COO, including flights, accommodation, ground transport, itineraries, and visa requirements.
- Manage the travel budget, ensuring cost-effective bookings and accurate reporting.
- Build and maintain strong, positive relationships with key internal stakeholders globally.
- Act as a trusted point of contact and represent the COO professionally.
- Process executive expenses accurately and promptly.
- Handle requests with care and discretion.
- Use AI tools confidently and responsibly to enhance efficiency in drafting, summarizing, preparing briefs, taking notes, and researching.
- Streamline routine administrative tasks using AI.
Requirements
- 10+ years of experience as an Executive Assistant.
- Strong background in diary, inbox, and international travel management.
- Proven experience supporting senior executives operating internationally.
- Relentless attention to detail and exceptionally high standards.
- Highly organized with the ability to juggle multiple priorities under pressure and adapt quickly to change.
- Track record of delivering projects and events on time and to budget.
- Strong written and verbal communication skills.
- Confidence to engage at all levels of the business.
- Digitally savvy with a strong understanding of current best practices and a willingness to embrace new technology.
- Proficient in the use of AI tools (e.g., Microsoft Copilot, ChatGPT, Claude) for productivity, with an understanding of responsible use and data protection.
- Advanced proficiency in Microsoft Office, particularly Excel, PowerPoint, and Word.
- Proactive and driven with a solutions-focused, can-do attitude.
- Highly discreet and experienced in handling confidential matters and working with high-profile individuals.
Skills
- Diary management
- Inbox management
- International travel management
- Communication skills
- Interpersonal skills
- Organizational skills
- AI tools proficiency
- Microsoft Office Suite (Excel, PowerPoint, Word)
- Stakeholder management
- Expense processing
- Event organization
Location
- Global
Work Type
- Full-time
Experience Level
- 10+ years
Benefits
- Competitive compensation packages
- Global benefits and perks
- Training for technical and managerial skills
- Discounts at Soho House globally, Soho Home, and Cowshed
- Soho House Membership
- Enhanced Pension Scheme
- Private Health and Dental Care
- Cycle to Work Scheme/Season Ticket Loan
- 3 paid days per year to support a charity of choice
- Cookhouse & House Tonic programs (food and drink trainings, events)
- Team Events (fitness sessions, cinema screenings, art classes)
About the Company
- Soho House offers competitive compensation packages that feature global benefits and perks.
- Whether you’re seeking entry-level employment or a new opportunity to expand your profession, we offer training to develop the technical and managerial skills necessary to grow your career.