Executive Assistant to the Management Board

Reports to: Chief Executive Officer and Executive Chair

Salary: £65k | Full time | 3 days per week in the office | 8 weeks notice period

Location: London

Contract: Permanent

Purpose

Great leaders create impact through focus. This role makes that possible. You’ll be the organiser, translator and calm centre who keeps the Management Board operating at its best - ensuring every hour, conversation and decision counts.

Role overview

Provide outstanding support to the CEO, Executive Chair and President, EMEA, with light-touch coordination across the wider Leadership team. You’ll manage time, communication and information flow so leaders can think clearly and act decisively.

Your craft is anticipation — seeing what’s needed before it’s asked for, and making it happen with quiet precision.

Key responsibilities

1. Time and attention

- Shape diaries so time is spent where it has most impact, not just where it’s requested.
- Anticipate needs and prepare the ground for productive conversations.
- Protect thinking space; ensure the urgent never crowds out the important.

2. Communication and correspondence

- Act as the first point of contact for senior clients, partners and colleagues — professional, warm and discreet.
- Draft and polish correspondence that reflects MindGym (and the CEO, Exec Chair’s) clarity and tone.
- Handle sensitive information with utmost discretion, care and sound judgement

3. Meetings and rhythm

- Plan, prepare and follow through on Management Board and Committee meetings – including the coordination and distribution of papers in advance of all meetings.
- Ensure agendas are clear, materials concise, working with acting Company Sec to ensure actions are captured and completed.
- Keep information flowing smoothly between meetings and across teams.

4. Travel and logistics

- Plan travel and events with foresight and care — nothing left to chance.
- Manage itineraries, briefings and hospitality to the standard expected of MindGym.

5. Administration and governance

- Handle expenses, approvals and renewals promptly and accurately.
- Support Board governance: set the annual calendar, collate papers, liaise with members and advisers.

About you

- Experienced EA at senior level, ideally within a fast-paced or intellectually demanding environment.
- Calm under pressure; able to bring order to competing demands.
- A concise communicator who can write with clarity and polish.
- Naturally anticipatory — two steps ahead, with strong judgement.
- Builds trust quickly; discreet and reliable.
- Tech-fluent (Microsoft 365, Teams, SharePoint) and comfortable managing digital systems.

What success looks like

- Time, meetings and communication flow effortlessly.
- Leaders are free to focus on strategic priorities, knowing the detail is in hand.
- The Board cycle runs smoothly — no surprises, no scrambles.
- Colleagues describe you as composed, trusted and quietly indispensable.

In short

You’ll be the person who turns intention into action and activity into impact.
Where others see busyness, you’ll find rhythm.
Where there’s noise, you’ll bring clarity.
Because when the small things run perfectly, the big things can happen.