Executive Assistant to COO – Western Europe

We are seeking an experienced and highly organised Executive Assistant to support the COO Western Europe and the regional Management Team. This is a pivotal role for a proactive professional who thrives in a dynamic, international environment and combines strategic insight with operational excellence.

As the Executive Assistant for Western Europe, you will act as a trusted advisor and operational linchpin, ensuring seamless executive support while driving engagement across multiple office locations. This multifaceted position blends high-level executive assistance with hands-on coordination of facilities, events, and internal communications.

You will play a key role in shaping the employee experience, reinforcing our brand identity, and enabling leadership to focus on strategic priorities. Discretion, agility, and strong interpersonal skills are essential, as you will interact with senior stakeholders and manage sensitive information.

• Demonstrate extensive experience in a similar executive support role.
• Based in London or surrounding area, with a valid UK work permit.
• Fluent in English; knowledge of French and Dutch is a strong advantage.
• Highly organised, detail-oriented, and able to manage multiple priorities.
• Excellent communication skills and a collaborative mindset.
• Workdays will be partly from the office and partly remote.
• Travel to meetings and or events will be part of the position.

• Executive & Strategic Support
  • Provide proactive support to the COO and Western Europe Management Team on daily operational and strategic matters.
  • Manage complex calendars, prepare meetings, and follow up on action items.
  • Take minutes during internal and external meetings and distribute reports promptly.
  • Handle confidential information with the utmost discretion.
  • Coordinate international travel arrangements, including bookings, visas, and documentation.
  • Offer personal assistance to the COO on ad-hoc and confidential matters.
  • Manage incoming calls, emails, and correspondence efficiently.
  • Welcome visitors, oversee health & safety procedures, and manage courier services (Addison Lee, DHL).
• Event & Meeting Coordination
  • Lead or support the organisation of large-scale internal and external events (annual gatherings, corporate events, town halls, workshops, virtual meetings).
  • Coordinate meeting logistics, including technical setup and catering.
  • Create promotional materials and actively contribute to the Events Team.
• Stakeholder & Communication Management
  • Maintain strong relationships with internal and external stakeholders, partners, and suppliers.
  • Draft internal communications, memos, and reports.
  • Support corporate communication, PR, branding, and strategic partnerships.
  • Share office updates, health & safety information, and engagement materials (e.g., monthly birthday lists).
• Project & Support Duties
  • Assist in implementing strategic projects across HQ and local offices.
  • Develop presentations and lead workshops.
  • Present new processes, tools, or strategies to HQ teams and General Managers.
  • Monitor project progress and report to leadership.