Executive Assistant and Office Administrator

About the Company

WE Soda is a leading global producer of natural soda ash, a key raw material used in industries such as glass, detergents, and chemicals. The business produces more than 9.5 million tonnes of natural soda ash each year, underlining its scale and position in the market.

Headquartered in the United Kingdom, the company operates production sites in Türkiye and the United States and serves customers in over 80 countries. This international reach reflects a strong focus on operational performance and the ability to support a diverse worldwide customer base.

Role Summary

The Executive Assistant and Office Administrator is responsible for delivering senior-level administrative and operational support to the CFO, CLO, and other chief executives. The role covers executive coordination, office administration, visitor handling, and hospitality support to keep daily activities running smoothly.

This position suits someone who is highly organised, adaptable, proactive, and comfortable working in a fast-moving environment. The right person will need to stay ahead of needs, balance several priorities at once, apply strong judgement, and consistently maintain a polished, service-focused approach.

Key Responsibilities

• Oversee demanding calendars, arrange meetings across different time zones, and ensure all required materials are prepared on time.
• Serve as the main contact for the CFO and CLO, handling messages and communications with professionalism and care.
• Set up recurring internal meeting schedules for global teams across multiple departments.
• Support leadership meetings through agenda preparation, note-taking, action tracking, and follow-up when needed.
• Work with internal colleagues and outside stakeholders to help business operations run efficiently.
• Plan domestic and international travel, including flights, hotels, transport, visas, and vaccinations, while adapting quickly to changing itineraries and business needs.
• Handle conference registrations and associated logistics.
• Submit expenses and reimbursements in accordance with company procedures.
• Protect sensitive business and personal information through strict confidentiality.
• Provide occasional personal assistant support for matters such as medical appointments, insurance, utility payments, and other personal tasks.
• Cover leave for other Executive Assistants when required.
• Help maintain office facilities, meeting rooms, and shared areas.
• Support supply ordering, stationery, beverages, catering, and general administration, ensuring kitchen and hospitality spaces stay stocked, tidy, and presentable.
• Organise and provide refreshments and catering for meetings, events, guests, and executive needs.
• Receive and host clients, visitors, and external stakeholders, coordinating with Reception, Building Services, and IT to deliver a professional visitor experience.
• Prepare meeting rooms and confirm equipment, facilities, and refreshments are ready before meetings begin.
• Assist with office events, leadership sessions, off-site meetings, and corporate functions.
• Take on additional administrative and operational duties as needed to support the business.

Requirements

• Demonstrated background as an Executive Assistant, Personal Assistant, Office Manager, or in a similar position.
• Experience supporting senior leaders, C-suite executives, or executive teams.
• Strong experience in executive administration, office coordination, and office management.
• Excellent planning, organisation, and time management abilities.
• Strong communication, interpersonal, and stakeholder engagement skills.
• Very high attention to detail and accuracy.
• Ability to stay composed and professional in a high-pressure, fast-paced setting.
• Comfortable using the Microsoft Office Suite.
• Strong sense of confidentiality, discretion, and professionalism.

Personal Attributes

• Self-starter who is proactive, responsive, and focused on service.
• Comfortable in an environment where priorities can change quickly.
• Able to identify needs early and take initiative without waiting for direction.
• Flexible and ready to support both executive and operational tasks.
• Professional, approachable, and confident when dealing with senior stakeholders and visitors.
• Strong ownership, accountability, and dependability.

Additional Information

This role is based in Greater London, England, United Kingdom and is an on-site full-time position.