Executive Assistant

Pacific International is a globally recognised retained executive search firm partnering with Fortune 500, FTSE 100, and high‑growth organisations. As we continue our international growth, we are seeking an experienced Executive Assistant to support our senior leadership team.

This role provides Executive Assistant support to four Directors across the UK, Germany, and the US, with approximately 50% of the role dedicated to supporting the Group CEO, and the remainder supporting the wider leadership team. Alongside EA responsibilities, the role also includes office management across the UK, with remote support for Germany as required. It is a varied, visible role within a fast‑paced executive search environment.

The role:

The Executive Assistant plays a key part in enabling the effectiveness of senior leadership, acting as a trusted partner to the Group CEO and Directors. You will manage complex schedules and communications across time zones, work closely with other senior direct reports, and support the coordination of leadership activity across the three offices.

In parallel, you will oversee office management for our UK and German offices, (where possible) ensuring both locations operate smoothly, professionally, and in line with statutory requirements. This role suits someone highly organised, proactive, and comfortable balancing senior‑level EA support with hands‑on office coordination.

Key responsibilities:

• Provide high-level Executive Assistant support to four Directors, with a primary focus on supporting the Group CEO.
• Manage complex diaries, meetings, and scheduling across multiple time zones.
• Work closely with the Group CEO's direct reports to ensure effective coordination, communication, and follow-up on key activities.
• Coordinate international travel arrangements, detailed itineraries, and associated logistics.
• Prepare reports, presentations, meeting materials, and leadership documentation using Microsoft 365.
• Act as a key liaison between Directors, internal teams, clients, suppliers, and external stakeholders.
• Manage day-to-day office operations for the UK and Germany offices (where possible), including supplier and landlord relationships, office compliance requirements, and workplace administration.
• Coordinate office maintenance, repairs, cleaning services, and general workplace upkeep, ensuring a professional, safe, and welcoming environment.
• Support the smooth running of office facilities and communal areas, including meeting rooms, kitchen areas, office supplies, and housekeeping activities.
• Support office projects, including an office move, workplace improvements, and facilities-related initiatives.
• Coordinate and support leadership meetings, company events, and ad hoc business activities.
• Partner with the Head of People & Culture to organise and deliver internal social events, celebrations, and employee engagement initiatives.
• Undertake additional administrative, operational, and project support activities as required.

Experience:

• Proven experience in an Executive Assistant role, ideally within a professional services environment.
• Highly organised, with the ability to manage multiple priorities and work proactively.
• Strong communication and stakeholder management skills.
• Confident and professional in written and verbal English.
• Comfortable using Microsoft Office 365 (Outlook, Word, PowerPoint, Excel, Teams).
• Willingness to travel occasionally to other offices (Germany and Philadelphia).

Why us?

• You’ll be joining a growing, international executive search firm where the Executive Assistant role is valued as a trusted partner to senior leadership.
• The role offers responsibility, variety, and close exposure to decision‑making at Group level.

Diversity Statement

At Pacific International, diversity, equity, and inclusion are at the core of who we are and what we do. Our commitment to these values is unwavering and we proudly champion diversity on behalf of our clients in every Executive Search mandate we undertake. Employment decisions are made without regard to race, colour, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law. In pursuit of these objectives, we actively encourage applications from individuals of all backgrounds and identities.

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