Executive Assistant to two Partners and a Managing Director

Job Description

We are working with a highly successful, boutique international consultancy specialising in the defence sector to find an exceptional Executive Assistant to join their London team. Based in the heart of Soho, this is a fantastic opportunity to join a close-knit, high-performing business with an incredibly warm and collaborative culture. The company has around 23 people in London, alongside international offices across Europe, Australia and Asia. This is a newly created position offering plenty of scope to develop beyond traditional EA support over time, with the opportunity to become increasingly involved in wider operational and strategic projects.

The Role

You will primarily support the two charming and highly impressive Partners and one hardworking Managing Director. With all three travelling extensively across the US, Europe and Australia, you will play an integral role in keeping them organised and ensuring everything runs seamlessly.

Responsibilities will include:

• Complex diary management across multiple time zones and constantly changing priorities
• Extensive international travel, including flights, hotels, transfers, visas and detailed itineraries
• Inbox and communication management, ensuring priorities and actions are followed up
• Coordinating internal and external meetings and preparing relevant materials
• Expenses, invoices, purchase orders and corporate credit card administration
• Supporting Board and senior-level meetings, including confidential documentation and meeting packs
• CRM and database management
• Organising corporate events, dinners, conferences and team off-sites
• Formatting presentations, reports and correspondence
• Supporting the wider team with administrative requirements
• Taking ownership of ad hoc projects and anticipating requirements
• Occasional private support, including personal travel, appointments and reservations

Who They’re Looking For

This role would suit a polished, professional, and highly capable EA who thrives in a fast-paced environment. You will need exceptional attention to detail and the ability to remain calm and organised when priorities change.

Ideally, you will:

• Have experience supporting senior executives within financial or professional services, with Private Equity, Investment Banking or similar backgrounds particularly relevant
• Have previously worked within a smaller or boutique business
• Be bright, switched-on and commercially minded
• Have strong academics or a recognised Business/PA qualification
• Be proactive and comfortable taking ownership rather than waiting for direction
• Be flexible, unflappable and naturally solutions-focused
• Have a good sense of humour and enjoy working within a close-knit team
• Be looking for a role with genuine long-term progression

Culture & Benefits

The culture is a huge selling point. Despite being a high-performing and fast-paced business, the environment is friendly, down-to-earth and has a genuine family feel. Think Friday afternoon Champagne, generous bonuses, a well-stocked office and a team that genuinely enjoys working together.

The role is initially four days in the office and one from home, with the potential for greater flexibility once trust has been established. Typical hours are 9am–5pm, occasionally until 6pm, with very little out-of-hours work outside of genuine emergencies.

This is a particularly exciting opportunity for an ambitious EA looking for longevity and progression. You will work alongside a hugely experienced PA who has been with the business since its inception and will provide an excellent handover and training. Over time, there is genuine scope to take on greater responsibility and develop into a broader strategic and operational role.

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 PA and administration recruitment throughout London.  Typical roles include Team Assistants, Receptionists, PAs, Office Managers and EAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the large volume of applications. If you are already registered with Bain and Gray, please do not hesitate to contact the consultant you deal with directly