The Position

The EA provides comprehensive high-level administrative and organisational support to the COO and CTO. The role ensures the smooth operation of executive activities by managing schedules, communications, and confidential information with discretion and professionalism. The EA acts as a trusted partner, enabling leadership to focus on strategic priorities and business growth. Demonstrates exceptional initiative, forward-thinking, consistently anticipating the needs of the executives and taking full ownership of tasks and challenges. Ad-hoc travel may be required as part of the role.

Key Role Deliverables:

• Diary & Travel Management
• Manage complex executive calendars, resolving conflicts and ensuring efficient time allocation.
• Coordinate international/domestic travel and oversee budgets and expenses with accuracy.

Executive Communication

• Act as primary contact for stakeholders, handling communications with professionalism and confidentiality.
• Draft and manage high‑quality correspondence, presentations, and reports for the COO and CTO.

Meeting Support

• Prepare agendas and briefing materials, ensuring timely distribution ahead of meetings.
• Attend meetings to capture actions, track follow‑ups, and support smooth logistics for key sessions.

Project Coordination

• Support strategic initiatives by monitoring timelines and maintaining project documentation.
• Conduct research and compile information to support executive decision‑making.

Relationship Management

• Build strong working relationships across the organisation to enable effective collaboration.
• Represent the executive office in a professional, approachable, and credible manner.

EA Support

• Provide cover for the CEO/CFO EA during annual leave, supporting key Board and Senior leadership meetings.
• Support twice‑yearly Partner Meetings, including preparation for large off‑site events.

About You

We’re seeking an accomplished Executive Assistant who brings extensive experience supporting C-Suite stakeholders. The ideal candidate will demonstrate exceptional organisational skills, meticulous attention to detail, and a collaborative working style that strengthens relationships across all levels of the business.

They will be highly proactive, professional, and discreet, operating with absolute confidentiality at all times. With a proven ability to multitask and prioritise effectively, they will thrive in a fast-paced, ever‑changing environment and remain adaptable as business needs evolve.

Strong technical proficiency is essential, including advanced PowerPoint skills and confidence using the full Microsoft Office suite, alongside modern AI productivity tools.

A relevant qualification such as AFA would be beneficial as is a solid understanding of governance frameworks and compliance requirements.

About HGF:

HGF Limited is one of Europe’s largest intellectual property specialist firms offering a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.

With 25 offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world. Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.

Why move to HGF?

• HGF takes a transparent and merit-based approach to your career development and you will have the opportunity to shape your long-term progression.
• We’re a firm with a focus on DEI (Diversity, Equality and Inclusion), with a staff led DEI Focus Group, affinity networks and a DEI Board sponsor
• As a business we have a dedicated Learning and Development team focused on career long development of your skills along with a digital learning platform covering a wide range of content
• Benefits including our award winning enhanced parental leave policy, 27 days holiday, bonus scheme and flexible working

Please send CV to jgibbs@hgf.com