Executive Assistant - CEO’s Office Administration

Who We Are:

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse. 

Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences.  Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work. 

The opportunity:

We are seeking an experienced Executive Assistant (7–12 years) to support our CXO in a fast-paced software/IT environment. This role is ideal for someone who has worked closely with senior leadership in mid-size or large technology organizations and can handle complex coordination, communication, and administrative responsibilities with excellence.

What you’ll be doing:

• Managing complex calendar scheduling, prioritizing meetings, and ensuring efficient time management for the CXO.
• Coordinating domestic and international travel, including flights, hotels, visas, and itineraries.
• Handling expense management through tools such as SAP Concur or similar platforms.
• Preparing polished communications, presentations, and reports, ensuring accuracy and clarity.
• Supporting the CXO in day-to-day operations, including follow-ups, documentation, and task tracking.
• Organizing meetings, taking minutes, and ensuring action items are completed on time.
• Maintaining confidentiality and exercising discretion in handling sensitive information.
• Collaborating with internal and external stakeholders to streamline communication and information flow.

What we want from you:

• 7–12 years of Executive Assistant experience, preferably supporting CXO-level leaders in the software/IT sector.
• Excellent oral and written communication skills with a professional and polished tone.
• Strong proficiency in Microsoft 365 tools (Outlook, Excel, PowerPoint, Word, Teams, SharePoint).
• Hands-on experience with expense management applications (e.g., SAP Concur).
• Proven ability to manage travel planning and complex calendar management.
• High level of organization, attention to detail, and ability to manage multiple priorities.
• Professional demeanor with strong interpersonal skills.

If you know some of this even better:

• Experience working in a high-growth SaaS or IT services organization.
• Ability to create executive-level dashboards, trackers, or reports.
• Familiarity with project management or collaboration tools (e.g., Notion, Asana, Trello, Jira).
• Experience supporting more than one senior leader or managing cross-functional coordination.
• Basic understanding of finance workflows, procurement, or vendor management.
• Ability to anticipate needs and proactively resolve issues before they escalate.

What we can offer you:

Alongside the opportunity to work with some of the most exciting brands around the world, we’ll also prioritise your career development and help you grow your skills. We’ll empower you to make a difference, allow you to be yourself, and respect who you are.

Our personality and behaviours: We believe that we are what we do, not just what we say. Our shared values and behaviours show how to bring the VML Enterprise Solution's culture to life through the actions we all take every day:

• Connect Meaningfully
• Inspire Creatively
• Include Purposefully
• Approach Positively

Our brilliant, talented people are what makes VML Enterprise Solutions what we are. That’s why we look for people who go beyond and always push our thinking to be better than yesterday.

AT VML Enterprise Solutions

Our Enterprise Solutions division houses strategic consultants, creative and technical architects and skilled developers and operators that together help some of the world’s leading organisations to deliver outstanding digital experiences across all major routes to market worldwide: marketplaces, online retailers, D2C, B2B and social platforms. With over 4,200 experts in 55 operational centres across 34 countries, our capabilities span the entire buying journey from customer acquisition, through engagement, to conversion and loyalty, driving multi-channel growth for world-leading brands.

We work with some of the most exciting brands such as The Coca-Cola Company, EY, Bosch, Unilever, Ford, DFS, Mercedes-Benz, Johnson & Johnson, Nestlé, Sainsbury’s, Selfridges, Shell and Tiffany & Co. We’ve built over 500 platforms for brands and retailers and generate in excess of $29bn annually for our clients and work with over 50 strategic partners including Adobe, SAP, Salesforce, HCL, Shopify, Sitecore, BigCommerce, commerce tools and Acquia. Our reputation is based on our people, and we believe we have some of the best in the business.

As our business grows internationally, we’re looking for new people to join us on our journey to inspire and take a key role in shaping some of the best commerce solutions, services, and websites in the world. Working as a team, no problem is insurmountable; we share in our client’s successes and believe that anyone can show creative bravery no matter what their role is in the team.

WPP (VML Enterprise Solutions) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers. 

VML is a WPP Agency. For more information, please visit our website, and follow VML on our social channels via Instagram, LinkedIn, and X. 

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