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Executive Assistant to the Senior Vice President EMEA

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Valvoline

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Location:
United Kingdom , London

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

You will act as the trusted right hand to the Senior Vice President/General Manager EMEA, providing high-level administrative and organizational support to enable the SVP to focus on strategic priorities. You will manage complex scheduling, travel logistics, stakeholder communications and meeting preparation, ensuring smooth operations across internal and external interfaces. Your role has a high degree of scope and impact: you will proactively anticipate needs, manage time-critical and confidential information, liaise with senior stakeholders and help drive the effectiveness of the SVP’s time and decisions.

Job Responsibility:

  • Own the SVP’s calendar: schedule, coordinate and prioritise meetings, ensuring alignment with strategic priorities
  • Arrange meeting logistics including booking venues/rooms, preparing agendas, coordinating participants, and ensuring meeting materials are in place
  • Serve as gatekeeper and liaison: screen meeting requests and communications, liaising with internal/external parties to ensure the right engagements are attended
  • Ensure the SVP is fully prepared for each meeting: collate briefing papers, materials, background info, key attendee lists, and follow up actions
  • Plan and coordinate domestic and international travel for the SVP, including flights, hotels, ground transport, visas (if applicable), itineraries and where necessary accompanying support
  • Liaise with external travel vendors, ensure cost-efficiency, compliance with company travel policy, and timely submission of expense reports and reconciliation
  • Maintain a forward-looking travel plan, track upcoming commitments, and ensure seamless transitions across time zones and locations
  • Serve as a primary point of contact for internal and external stakeholders on behalf of the SVP: manage incoming correspondence, filter and prioritise emails/calls, draft routine responses
  • Maintain visibility of key stakeholder relationships (senior executives, board members, external partners) and ensure appropriate follow-through and communications
  • Facilitate cross-functional coordination by working with other departments to ensure the SVP’s initiatives and responsibilities are supported
  • Prepare, edit and format documents, presentations, briefing notes and reports for the SVP’s use
  • Maintain confidential filing systems (electronic and paper) and ensure information integrity and easy retrieval
  • Coordinate signatures on key documents and ensure governance requirements are met
  • Support special one-off projects or events as assigned (e.g., executive retreats, board meetings, business reviews) including agenda planning, logistics, follow-up action tracking
  • Monitor key deadlines, anticipated decision points and deliverables for the SVP and prompt action as required
  • Continually review own processes and propose improvements to increase efficiency, consistency and reliability of the SVP’s office operations
  • Ensure alignment with VGO’s policies, governance, compliance and confidentiality requirements, particularly in managing sensitive information and executive communications
  • Act as a role model for professionalism, confidentiality, and high-standards of personal organisation in the executive support function

Requirements:

  • Experience as an Executive Assistant role supporting senior-level executives in a complex organization
  • Excellent proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and experience with calendar/travel/expense systems (e.g., Concur or equivalent)
  • Exceptional organizational, time-management and prioritization skills
  • ability to manage multiple competing demands in a fast-paced environment
  • Demonstrated ability to manage complex travel itineraries and logistics including international trips
  • Strong written and verbal communication skills
  • ability to draft professional correspondence and presentation materials
  • Superior discretion, integrity and judgement in handling confidential and sensitive executive, business and personal information
  • Proactive mindset: ability to anticipate needs, act independently, work with minimal supervision and escalate issues appropriately
  • Strong interpersonal skills and the ability to liaise effectively with senior stakeholders across functions, geographies and cultures
  • Flexibility to accommodate occasional out-of-hours or global engagements (due to travel or executive time zones)

Nice to have:

  • Strategic Partnering – Thinks ahead, aligns support with executive priorities, anticipates needs and enables focus on strategic work
  • Operational Excellence – Delivers high-quality, efficient, reliable administrative support
  • establishes and maintains robust systems and processes
  • Stakeholder Management – Builds and maintains effective relationships internally and externally, acts as a trusted liaison and promotes collaborative working
  • Communication & Influence – Communicates clearly and persuasively, both written and verbally
  • handles complex or sensitive communications with confidence
  • Adaptability & Resilience – Navigates ambiguity, works effectively under pressure or changing demands, and remains calm and focused in high-tempo environments

Additional Information:

Job Posted:
December 31, 2025

Employment Type:
Fulltime
Work Type:
On-site work
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