Hybrid Executive Assistant – 12 Month FTC

at Houseful

• Job title: Executive Assistant – 12 Month FTC
• Job type: Contract
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, London, United Kingdom

About the role

• Executive Assistant supporting CEO, COO, and leadership team at Hometrack, a property data service company. Managing complex tasks, calendars, and supporting strategic priorities to ensure smooth operations.

Responsibilities

• Own and manage the end-to-end coordination of Hometrack’s leadership meeting cadence, including All Hands, Operational Leadership Meetings, and New Joiner Inductions.
• Coordinate logistics, technology setup, and calendar management for all key leadership meetings.
• Ensure smooth execution and provide real-time support during meetings.
• Manage complex calendars for the CEO and COO, and wider SLT as required.
• Coordinate travel arrangements when necessary, ensuring efficiency and attention to detail.
• Ensure the CEO and COO are fully prepared and briefed for meetings.
• Manage meeting logistics, agendas, and follow-up actions.
• Work closely with the Hometrack SLT to coordinate business activities and ensure timelines are met.
• Implement systems to track tasks, deadlines, and dependencies.
• Proactively follow up with stakeholders to ensure actions are completed.
• Compile regular status updates and reports for the SLT.
• Coordinate and attend SLT meetings.
• Circulate agendas, document discussions, and track action items through to completion.
• Coordinate logistics for Hometrack client events in partnership with the Marketing team.
• Organise internal team events, workshops, and offsites, including sourcing venues and catering.
• Act as a point of contact for internal and external communication on behalf of the SLT where appropriate.
• Draft, edit, and manage correspondence, emails, and communication materials.
• Maintain and organise documents, presentations, and reports for easy access.
• Manage and process expense reports in line with company policy.
• Raise purchase orders and process invoices.
• Provide ad-hoc support as required to ensure the smooth running of the Hometrack office.

Requirements

• Proven experience supporting C-level executives and senior leadership teams.
• Strong background in administrative roles with a focus on coordination and execution.
• Demonstrated experience coordinating projects and managing delivery of tasks.
• Exceptional organisational skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Confidence engaging with internal and external stakeholders at all levels.
• Proficient in Google Suite and collaboration tools such as Miro.
• Tech-savvy with the ability to quickly learn and adapt to new systems.
• Highly organised, resilient, and comfortable working in a fast-paced, changing environment.
• Strong time management skills with the ability to manage competing priorities.
• Proactive, adaptable, and solutions-focused.