Executive Assistant

Executive Assistant

This role requires building a close working relationship with the Global Chief Client Success Officer, handling a range of executive and administrative support tasks to ensure the CCSO is maximising their time efficiently and can operate at pace across a global, client-centric agenda. Whilst acting primarily as Executive Assistant to the Chief Client Success Officer (CCSO), you'll also be providing broader support across the Client Success function. The role will be integral to the day-to-day operations of the team, driving coordination and cohesion across multiple stakeholders and supporting a diverse portfolio of global clients.

You will act as a trusted gatekeeper and connector across a broad set of senior internal stakeholders (global and regional Client Success leads, Strategy leadership, agency brand presidents, and key functional partners), as well as senior external/client contacts. The right candidate will be highly proactive, calm under pressure, exceptionally organised, and able to anticipate needs in a fast-moving environment where priorities can shift quickly.

Your role will be diverse and things you will handle include but are not limited to:

• Booking all travel and accommodation. The CCSO is a regular traveller, so you'll need to be comfortable booking complex, multi-leg itineraries while remaining budget conscious and policy compliant.
• Full diary management, including liaising with internal and external contacts across multiple time-zones to ensure meetings are scheduled effectively and conflicts are proactively managed.
• End-to-end coordination for leadership cadence meetings (e.g., weekly leadership calls, workstream check-ins, and broader leadership forums), ensuring the right attendees are present, materials are requested in advance, and actions are tracked where needed.
• Supporting key client success moments (e.g., senior client meetings, leadership summits, and external industry events), including logistics and prep coordination.
• Processing of expenses in a timely manner, including reconciliation across currencies and understanding of overseas fees and claims requirements.
• Booking internal meeting rooms, arranging catering and IT support where necessary, and ensuring meetings run smoothly (in-person and virtual).
• Meeting and greeting visitors, ensuring their experience is welcoming and seamless, with high attention to detail and professionalism.
• Supporting the planning and booking of client/external entertainment and events (from client dinners through to large-scale leadership events).
• From time to time, aiding in new hiring, including scheduling interviews through to coordinating onboarding logistics.
• Occasional management of office-related tasks such as IT kit or stationery ordering, where required to support the CCSO and leadership office.
• There will also be, on occasion, the opportunity to work on projects. These could include research support, coordination of leadership communications, or project management for internal events and engagement moments, working with a wider team in a coordination role.

We are looking for a real team player who is positive, calm, and has a passion for being that "I've got this" person you're a champion at finding a solution, even when the parameters are changing.

• You juggle complex diaries in your sleep and have a natural ability to deliver at short lead times.
• You are confident managing multiple time zones and senior stakeholder expectations calendars don't faze you, and you know your EST from your GMT.
• You can pull together a high-quality internal or client-facing engagement at pace from coordinating a last-minute leadership meeting to arranging a dinner with minimal notice.
• You have excellent judgement and discretion: you understand when information can be shared, with whom, and in what format; and you know the difference between informal comms and the tone required for senior client or all-leadership communications.
• You are organised, detail-oriented, and proactive in anticipating risks (diary conflicts, travel disruption, missing materials, unclear ownership) and resolving them early.
• You are confident engaging with stakeholders at all levels, from senior executives to operational teams, and you communicate clearly and professionally in writing and verbally.

Key Responsibilities:

Executive Support:

• Keep track of a busy calendar, scheduling both internal and external meetings to make the most of the CCSO's time.
• Handle all travel plans from start to finish, ensuring everything meets the CCSO's needs and company policies. This includes coordinating any required travel documentation such as visas.
• Prepare meeting agendas, coordinating inputs from stakeholders and booking support resources when needed.
• Act as the go-between for the CCSO and key internal/external contacts, managing and prioritising requests while setting clear expectations.

Client-Facing Role:

• Manage the logistics of client meetings, coordinating with internal teams to ensure everything runs smoothly and professionally.
• Build and maintain positive relationships with clients and external stakeholders.

Communication & Coordination:

• Manage communication between the CCSO and key internal/external contacts with professionalism and discretion.
• Coordinate leadership team meetings, conference calls, and other communications across time zones.

Administrative Support:

• Submit expense reports in a timely manner, checking exchange rates and overseas fees where relevant.
• Support the efficient running of meetings (rooms/Teams links, catering, IT support) and ensure logistical details are handled seamlessly.

Project Management:

• Help track and update timelines, deliverables, and progress updates across priority initiatives.
• Coordinate across teams to support timely execution of key Client Success priorities.
• Facilitate cross-functional collaboration between internal stakeholders and (where appropriate) client teams.

Compensation Range: $60,000 - $120,000 USD

This role is hybrid, requiring three (3) days per week in the office. The remaining two (2) days may be worked remotely. Specific in-office days will be discussed during the interview process, with flexibility to align with team needs. Please note that the number or required in-office days may be adjusted over time, potentially increasing the number of required in-office days based on business needs.