THE ROLE

In this role, you’ll ensure the smooth and efficient running of the CEO’s office, providing high-level administrative, organisational and strategic support. You’ll manage complex diaries and inboxes, prepare documents and briefings, and coordinate Board meetings - including scheduling, compiling papers and taking accurate minutes. You’ll act as a trusted point of contact, handle sensitive information with discretion, and support the CEO in day-to-day priorities.

We’re looking for a proactive, highly organised Executive Assistant with proven experience supporting senior leaders. You should be confident managing multiple tasks in a fast-paced environment, skilled in minute taking and documentation, and able to exercise excellent judgement. Strong communication, business awareness and professionalism are essential, along with the ability to work independently and maintain confidentiality at all times.

Please note: This is a temporary role for approximately 6 months, from February 2026 to July 2026.

ABOUT US

Designed by renowned architect Renzo Piano, The Shard is one of London’s most iconic skyscrapers. At 800ft high, The View from The Shard offers unrivalled 360-degree views across the city.

Join our team and be part of a friendly, collaborative environment based on Level 3 of The Shard. You’ll work alongside passionate colleagues who are dedicated to delivering exceptional experiences, supporting one another, and creating unforgettable moments for every visitor. Together, we celebrate creativity, teamwork, and the joy of sharing London’s most breath-taking views.

Find out more about us: www.theviewfromtheshard.com.

RECRUITMENT TIMELINE

Application Deadline: 31 December 2025

Interviews: January 2026

Start Date: February/March 2026

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FULL JOB DESCRIPTION

POSITION OVERVIEW

As Executive Assistant to the CEO, you will play a key role in ensuring the smooth running of the Executive Office. You will manage the CEO’s diary, inbox, travel and expenses; act as the main point of contact for internal, external partners and the Board of Directors; and prepare high-quality briefings, documents and presentations. You will coordinate Board meetings, compile papers, take accurate minutes and maintain essential records. You will also oversee core administrative processes including budgeting, purchasing, credit card management and document control, while supporting the wider office environment.

Job Title: Executive Assistant to the CEO

Reports to: Chief Executive Officer

Direct Reports: Office Manager, Administration Assistant

Contract: Temporary (Maternity Cover) February/March - July 2026

KEY RESPONSIBILITIES

• Management of CEO’s emails, diary and monthly expenses.
• Gatekeeper to CEO & first point of contact for all suppliers and business partners.
• Ensure CEO is fully prepared for various commitments by drafting appropriate briefing notes, and producing high quality documents, presentations, minutes, reports and letters.
• Preparing papers for regular Board Meetings by compiling Board Reports, taking minutes and circulating to the Board.
• Setting and managing the Administration budget, processing invoices and managing monthly Admin accruals.
• Responsible for company credit cards, ensuring all transactions are accounted for and authorisation paperwork complete.
• Support the SMT Assistant in acting as the Office Manager for the Head Office and Meeting Rooms; handling all aspects of running an efficient and appropriate office environment, ordering stationary, and office supplies.
• General filing, recording and archiving of documents in an organised manner for easy retrieval.
• Support with the management of the Document Management System to ensure consistency and maintenance of system across the company.
• Keeping a record of all the approvals signed by the CEO.
• Scheduling of Senior Management Team Meetings and taking notes of any actions.
• Managing all travel requirements for CEO and other Managers when necessary.
• Support with the planning of Team Events.
• Support with company purchasing, together with the SMT Assistant.
• Support with other general administration responsibilities.

Line Management Responsibilities

• Provide support, coach, and encourage the team to deliver their best performance.
• Ensure that all administration relating to personnel matters is completed and that accurate and timely records are maintained.
• Conduct regular one-to-one meetings with team members and discuss and update on business related matters.
• Identify the training needs for your team and liaise with HR.

KEY SKILLS AND EXPERIENCE

• Demonstrable and substantial experience as an Executive Assistant working for Senior Executive(s).
• Able to work effectively under pressure, using discretion, tact and good judgement with internal and external contacts.
• Excellent secretarial, administrative and organisational skills.
• Experience of accurate minute taking.
• Experience of compiling Board reports and documentation.
• Advanced Excel, Word, PowerPoint & Outlook skills.
• Ability to multitask, determine priorities & manage a heavy workload.
• Self-motivated and accustomed to using own initiative & working with minimal supervision.
• Discreet with experience of dealing with confidential matters.
• Excellent communication skills, verbal and written, with experience of drafting professional correspondence on behalf of others.
• Excellent interpersonal skills, with the expertise to handle difficult or challenging contacts in a highly professional and diplomatic manner.
• Gains the trust and confidence of contacts quickly and easily.
• Works well under pressure by effective prioritisation of workload, whilst maintaining high levels of attention to detail and meeting of deadlines.