Job Description
Executive Assistant
* Specialism on project and programme coordination
* Hackney, London
* Full-time/permanent/hybrid working policy
About the Role
Are you a problem solver who enjoys organising projects, people, and businesses?
We’re looking for a highly organised and proactive Executive Assistant / Programme Manager to support the Managing Director in driving coordination, clarity, and progress across a diverse portfolio of projects and business units.
This is a varied, high-impact role where you’ll bring structure to a fast-moving environment. You’ll ensure leadership has a clear, real-time view of activity across multiple ventures—enabling confident, timely decision-making.
The portfolio spans a mix of established businesses and new initiatives, so this role is ideal for someone comfortable working with ambiguity, shifting priorities, and dynamic communication.
Business Context
The portfolio currently includes:
* Assistive technology
* Music studios
* Events and gallery space
* Property development
* New business ventures
* Personal projects
You’ll oversee activity across all areas, recognising that some projects operate outside formal business structures.
Role Objective
To support senior leadership by coordinating activity across multiple projects and teams - ensuring a clear, accurate, and actionable view of programme performance is always available
Key Responsibilities
Programme & Project Oversight
* Maintain a live, consolidated view of all projects (status, milestones, risks, dependencies)
* Track key actions and ensure progress at both programme and project level
* Identify and flag deviations with clear recommendations
* Produce concise, high-quality progress reports for leadership
Escalation & Risk Management
* Proactively identify and escalate risks
* Highlight blockers and resource constraints early
* Maintain and manage a central risk and issues log
Process & Documentation
* Facilitate cross-team alignment on ways of working
* Develop and support documentation (SOPs, workflows, guides)
* Enable teams to own and maintain documentation
* Collaborate with technical leadership to align processes with systems
Systems & Tools
* Support alignment of systems, tools, and processes
* Create internal documentation for onboarding and system use
* Identify opportunities to improve visibility and coordination
Leadership Support
* Act as a central coordination point for the Managing Director
* Translate ad hoc input into structured actions and updates
* Support prioritisation across a broad portfolio
* Prepare briefings, summaries, and materials as needed
* Remain responsive to a mix of structured and informal communication
Person Specification
Essential
* Exceptional organisational skills and attention to detail
* Proven ability to manage multiple workstreams simultaneously
* Strong communication skills with the ability to simplify complexity
* Comfortable working in ambiguous, fast-changing environments
* Self-directed and proactive, with minimal supervision required
* Experience producing high-quality documentation (reports, SOPs, guides)
* Proficiency with project management tools (e.g. Notion, Trello, Monday.com)
Desirable
* Experience in programme, project, or operations management
* Exposure to multi-business or portfolio environments
* Experience with CRM or operational systems implementation
* Confidence working with senior stakeholders
* Entrepreneurial mindset and problem-solving approach
Working Style & Culture
This is a dynamic and non-corporate environment. Communication is often real-time and fast-paced, with ideas and updates shared as they arise.
Success in this role requires:
* Comfort with rapid, informal communication
* The ability to translate fluid input into structured output
* Strong discipline around reporting, documentation, and follow-through
Contact Joel Fletcher at Luminate Talent