Executive Assistant / Office Manager

We are seeking a highly organised, proactive, and professional Executive Assistant / Office Manager to join our London headquarters. This role combines office management, workplace operations, and executive assistance, playing a key role in creating an exceptional employee experience and ensuring the smooth running of our office environment.

Key Responsibilities

Office & Workplace Management

• Ensure the smooth day-to-day operation of the London office, creating a professional, welcoming, and productive workplace environment.
• Act as the primary point of contact for office and facilities-related matters, working closely with building management, contractors, and service providers.
• Manage workplace services, office supplies, refreshments, stationery, and general office requirements.
• Coordinate maintenance activities, office improvements, and workspace planning initiatives.
• Oversee relationships with suppliers, ensuring high-quality service, value for money, and timely resolution of issues.
• Maintain office records, documentation, and operational processes.

Facilities, Health & Safety

• Support workplace health, safety, and compliance activities, ensuring accurate records and adherence to company requirements.
• Coordinate risk assessments, workplace inspections, emergency preparedness activities, and training records.
• Manage office security processes, including access control, passes, and security administration.
• Monitor cleaning, waste management, and workplace maintenance standards.
• Coordinate servicing and maintenance schedules for workplace equipment and facilities.

Team & Employee Experience

• Support the delivery of employee engagement initiatives, internal events, town halls, meetings, and training sessions.
• Help create a positive and collaborative office culture through well-organised workplace experiences and activities.
• Coordinate seasonal initiatives, charitable giving programmes, and employee-focused events.
• Support the preparation, formatting, and coordination of internal communications, presentations, and marketing materials, working with relevant teams to ensure content is accurate, professional, and on-brand.
• Proactively use approved AI tools to improve the efficiency and quality of administrative, workplace, and communication activities.

Executive Assistant Support

• Provide proactive executive assistant support to senior stakeholders, including complex diary management, travel and accommodation bookings, expenses, meeting coordination, and preparation of briefing materials.
• Manage complex scheduling across multiple time zones, anticipate conflicts and changing priorities, and ensure leaders are appropriately prepared for meetings and commitments.
• Provide support and cover for the Executive Assistant to the CEO when required, including high-priority and sensitive matters.

Team Management and Coordination

• Line management of two Receptionists, including direction, rotas, cover, development, and reception service standards.
• Coordinate the workload and scheduling of the Maintenance Operative, ensuring building-related activities are prioritised and completed effectively.
• Support procurement activities, supplier reviews, and contract renewals where required.

Requirements

• Bachelor's degree or equivalent recognised higher-education qualification.
• Demonstrable experience in office management or workplace operations, combined with hands-on executive assistant experience supporting senior leaders in a fast-paced corporate environment.
• Strong organisational and prioritisation skills, with the ability to manage multiple responsibilities simultaneously.
• Previous people-management or supervisory experience, with the ability to lead, support, and develop two Receptionists and manage day-to-day team coverage as well as management of a maintenance operative.
• Experience working with suppliers, contractors, and external service providers.
• Experience helping to create, format, or coordinate presentations, internal communications, and marketing materials, with strong written and visual attention to detail.
• An understanding of workplace health and safety and office operations.
• Excellent communication and stakeholder management skills.
• Strong attention to detail and a practical, solutions-focused mindset.
• The ability to handle confidential and sensitive information with discretion.
• Experience supporting senior stakeholders in a professional services, corporate, or fast-paced business environment.
• Commercial awareness and strong interest in global financial markets, economic developments, and political affairs.
• Confidence working independently while collaborating effectively across teams.
• Confidence using AI-enabled tools to support research, drafting, summarisation, planning, and administrative efficiency.

What We Offer

• Competitive salary
• Annual company bonus
• Hybrid working (4 days per week in the office)
• 25 days' holiday, increasing to 30 days with service
• Pension scheme
• Private healthcare
• Life assurance
• Subsidised gym membership
• Season ticket loan
• Cycle to Work scheme
• Flexible benefits platform
• Extensive learning and development opportunities
• A collaborative, international working environment