Executive Assistant

Job Description

9-month fixed term contract

This is an exceptional opportunity for an energetic and accomplished EA who thrives in a fast-moving, high-profile, and genuinely varied environment.

This is the perfect role for someone looking to be a trusted right hand to a highly successful and respected entrepreneur and creative leader working across media, communications, and production space. Their professional world spans live entertainment, talent representation, marketing and commercial consultancy, board commitments, new business ventures, and investment opportunities, alongside a busy personal and family life. This is initially a 9-month fixed-term contract, with lots of opportunity, this is a role for an EA who enjoys being at the heart of things: bringing structure to complexity, anticipating what is needed next, and making sure an exceptionally busy professional and personal life runs seamlessly.

You will work across the Principal’s London office in central London, with occasional travel required to support the smooth running of the household outside London.

You will be naturally proactive and highly organised, with the confidence to make decisions, solve problems and communicate with senior stakeholders on the executive’s behalf.

Just as importantly, you will be curious, emotionally intelligent, and commercially aware. You will understand that great EA support is not simply about managing a diary; it is about knowing what matters, spotting what’s coming, and quietly making everything work.

Key Responsibilities

• Own and expertly manage a complex, high-volume inbox, identifying priorities, driving follow-up, and ensuring nothing falls through the cracks
• Proactively manage an ever-changing, multi-time-zone diary, balancing professional, personal and family commitments
• Coordinate meetings, calls and appointments with senior industry figures, clients and multiple stakeholders
• Act as a highly professional and trusted first point of contact, representing the executive with warmth and discretion
• Handle sensitive and confidential matters with absolute discretion, sound judgement, and emotional intelligence
• Coordinate domestic and international travel, creating detailed, seamless itineraries and anticipating requirements along the way
• Manage personal and family administration, ensuring the professional and personal sides of the executive’s life work together effortlessly
• Oversee expenses, invoices, suppliers, and household/business administration, maintaining accurate and well-organised records
• Research ideas, people, markets, and opportunities, providing thoughtful support across new ventures, projects and investments
• Help identify opportunities to streamline ways of working and introduce effective digital systems, processes, and productivity tools

About You

• Confidence managing a demanding inbox and communicating authentically and professionally on behalf of a senior executive
• Exceptional organisational and diary-management skills, with a proven ability to juggle multiple competing priorities
• A highly proactive mindset and the ability to anticipate needs and stay several steps ahead
• Excellent written and verbal communication skills
• Strong commercial awareness, curiosity, and excellent judgement
• High emotional intelligence and the ability to navigate different personalities, situations, and stakeholders with sensitivity
• A warm, grounded, and collaborative approach, combined with the confidence to operate autonomously
• Absolute discretion and integrity when handling confidential business, financial, personal, and family matters
• The ability to remain calm, composed and solutions-focused when plans change or pressure increases

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy. 

Bain and Gray specialise in administration and PA recruitment across London.  Roles typically include Receptionists, Team Assistants, EAs, Office Managers and PAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications. If you are already registered with us at Bain and Gray, please do not hesitate to contact your consultant directly.