Administrative Assistant – Executive Support & International Travel

About the role

The Administrative Assistant / Executive Assistant will provide comprehensive support to a group of senior leaders in the Global Innovative Business team. The role focuses on coordinating international travel, visa processing, travel insurance, and expense management while also handling calendar and meeting logistics.

Key responsibilities

• Serve as the primary administrative contact for four senior leaders, managing requests with confidentiality and urgency.
• Plan and coordinate end‑to‑end international travel, including flights, hotels, ground transport, and multi‑leg itineraries.
• Prepare travel briefing packs, itineraries, and contingency plans for disruptions.
• Coordinate visa applications, track documentation status, and ensure compliance with entry requirements.
• Arrange travel insurance coverage and provide emergency guidance to travelers.
• Prepare, submit, and reconcile expense reports, ensuring audit‑ready documentation.
• Provide calendar support across UK, Europe, and Middle East time zones, scheduling meetings and arranging logistics.

Required profile

• Highly organized and detail‑oriented.
• Proactive with the ability to anticipate needs and resolve issues.
• Comfortable working across multiple time zones and cultures.
• Discreet handling of sensitive information.

Required skills