Executive Assistant

Who you are

• You don’t need previous EA or PA experience
• We’re hiring for attitude, judgement and potential - the practical side of the role can be taught. HeliosX moves quickly and priorities change often
• You don’t need to have been an EA before. We’re looking for evidence that people trust and rely on you - whether that comes from hospitality, retail, customer service, events, office support, healthcare, university, sport or another fast-paced environment
• Experience organising something end to end, with multiple people, moving parts and a deadline
• Strong organisation and follow through - you keep track of details and make sure things get done
• Emotional intelligence - you read people well and adapt your approach
• Proactivity and ownership - you spot what needs doing rather than waiting to be asked
• Composure - when priorities change, you re-plan and keep moving
• Good judgement and discretion, particularly when handling confidential or sensitive information
• Clear, confident written and verbal communication
• Confidence using Google Workspace, or evidence that you pick up new tools quickly
• Familiarity with AI tools such as ChatGPT or Claude, or an interest in learning to use them well

What the job involves

• As Junior Executive Assistant, you’ll work at the heart of HeliosX, supporting three to four members of our Executive Leadership Team across diaries, travel, events and day-to-day coordination
• You’ll be the second person in our EA function and will be mentored by an EA who joined HeliosX without a traditional EA background, built the function from scratch and now supports five executives
• From your first week, you’ll work directly with senior leaders, gain exposure to how the business operates and take on more responsibility as the EA function grows. This is a full-time, permanent role with a hybrid working arrangement based at our London HQ
• Manage diaries for three to four members of the Executive Leadership Team, resolving conflicts and adapting quickly as priorities change
• Protect leaders’ time, making sure meetings have the right purpose, people and information
• Arrange domestic and international travel, including complex itineraries and last-minute changes
• Coordinate meetings, offsites and company events, managing venues, suppliers, catering and logistics
• Support with inbox management, meeting actions and follow-ups
• Act as a trusted point of contact for internal and external stakeholders
• Manage confidential documents, expenses, purchase orders, contract renewals and other day-to-day administration
• Build strong relationships across the business to help things move quickly and smoothly

Benefits

• Equity Options
• Health Insurance
• Gym Discount
• Flexible Working
• WFH Allowance
• Audible Subscription
• Pension Contribution
• Annual Leave
• Free HeliosX Products
• Cycle to Work
• Enhanced Parental Leave
• Electric Vehicle Scheme
• L&D Allowance