Executive Assistant

Full job description
Pinewood.AI is seeking a highly organised, proactive, and adaptable Executive Assistant to join our growing team. This role reports directly to the Chief of Staff and provides comprehensive support to the wider executive leadership team, including the CEO. You will be a key partner to the Chief of Staff, helping to keep the executive office running smoothly, helping the leadership team stay prepared, focused, and connected across a fast-moving, global business.


You'll act as a trusted partner and first point of contact, managing schedules, communications, and key priorities while building relationships across the business. You'll need to balance supporting both individual executives and being a central "go-to" contact on the ground. This role offers a fantastic opportunity for someone who enjoys laying foundations, taking initiative, and growing with the role over time.


We're looking for someone fast-paced, solutions-focused, and confident in juggling multiple priorities. Someone who can stay calm under pressure, build strong relationships quickly, and handle a mix of strategic support and hands-on tasks.



Key Responsibilities
Report directly to the Chief of Staff, supporting them with operational, administrative, and strategic tasks, calendar management, and documentation.
Manage and maintain executive calendars, scheduling meetings, travel arrangements, and events with proactive time management and prioritisation.
Act as a gatekeeper and key point of contact, handling internal and external communications with professionalism and discretion.
Support Executive Leadership as their “eyes and ears” on the ground while they travel, keeping them connected with the teams and flagging key issues.
Prepare briefing materials for meetings (agendas, reports, presentations), ensuring accuracy and completeness.
Manage projects and action items, tracking progress and providing timely updates to senior leaders.
Coordinate onboarding and offboarding of executives, facilitating smooth transitions.
Assist in managing the London office operations, supporting logistics, vendors, and coordination as the office grows.
Participate in meetings, taking minutes, following up on actions, and ensuring deliverables are met.
Handle confidential information with discretion and integrity at all times.
Requirements

Proven experience as an Executive Assistant or in a senior administrative role supporting C-suite or senior leaders.
Exceptional organisational and time-management skills, able to juggle shifting priorities calmly and efficiently.
Strong communication skills, professional, clear, and confident with people at all levels.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with platforms like Concur, Teams, Zoom, or CRM systems is a plus.
A proactive approach to problem-solving and decision-making, anticipating needs and taking ownership.
High level of discretion and confidentiality.
A positive, adaptable attitude with a willingness to roll up sleeves and help where needed.
Confidence managing both virtual and in-person environments.
Ability to work flexibly – occasional early starts or late finishes, travel to London, and some international travel to meet business needs.
Benefits

Competitive salary based on experience
Bonus scheme
Share scheme
Hybrid working
25 days holiday plus all UK bank holidays
Life assurance
Ongoing training & professional development
Free onsite gym (Birmingham)
Regular social events
Employee recognition and awards

Why join Pinewood.AI?

This is a unique opportunity to help shape the Executive Assistant function at Pinewood.AI, working closely with the Chief of Staff to embed and grow the role. You’ll gain exposure across all areas of a global, innovative software business and have a direct impact on improving executive operations and communications.

About Us

Our story began more than 20 years ago, but right from the start, it has been rooted in the specific needs of the automotive industry. As automotive professionals as well as technologists we wanted to build practical technology solutions that were designed around how automotive businesses work, recognizing what makes them different. Pinewood.AI is an unparalleled Automotive Intelligence Platform that enables automotive retail customers and OEMs to drive growth and profitability throughout every aspect of their business.

Pinewood’s cloud-based secure end-to-end ecosystem unlocks the value of every customer. Our vision is to be the full-service technology partner that helps automotive retailers and OEMs run more efficiently and increase revenue by making better commercial and business decisions, more easily.