Executive Assistant

Summary

Join ZILO™ as a highly organized and proactive Executive Assistant to support the Head of CEO office and Executive Board members. You will manage complex calendars, coordinate travel, handle expense claims, prepare for meetings, and provide general office management support. This role demands professionalism, discretion, and the ability to work independently and collaboratively in a fast-paced environment. A blend of in-office (Canary Wharf, 2-3 days/week) and remote work is offered. The position requires proven experience as an Executive Assistant, excellent organizational skills, strong communication abilities, and proficiency in Microsoft Office Suite. ZILO™ offers a comprehensive benefits package.

Requirements

• Proven experience as an Executive Assistant or in a similar role supporting senior executives
• Excellent organisational and time-management skills
• Ability to work under pressure in a demanding environment
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and handle multiple tasks simultaneously
• Strong team player with friendly and helpful approach
• High level of discretion and professionalism

Responsibilities

• Assist in managing the schedules of CEO and other Executive Board members and assist in the scheduling of Board meetings
• Coordinate and prioritise meeting requests, ensuring efficient time management
• Assist in arranging domestic and international travel, including flights, accommodation and ground transportation where necessary
• Prepare detailed itineraries, liaising with clients and key partners, ensuring seamless travel arrangements and effective time management
• Process expense claims for Executive Board members via ApprovalMax
• Ensure compliance with company policies and timely reimbursement
• Assist in the preparation of agendas, briefing materials, and presentations for meetings where required
• Take minutes during meetings and follow up on action items as/when needed
• Serve as key point of contact between Executive Board members and internal/external stakeholders
• Draft and manage correspondence, ensuring timely and accurate communication
• Assist with special projects and event planning as required
• Maintain confidentiality and handle sensitive information with discretion

Benefits

• Enhanced leave - 38 days inclusive of 8 UK Public Holidays
• Private Health Care including family cover
• Life Assurance – 5x salary
• Flexible working-work from home and/or in our London Office
• Employee Assistance Program
• Pension
• Buy and Sell holiday scheme
• The opportunity for “work from anywhere/global mobility”