Executive Assistant / Office Manager (C Suite)

We are seeking a highly organised, proactive, and professional Executive Assistant / Office Manager to join our London headquarters. This varied and visible role combines office management, workplace operations, and executive assistance. You will play a key role in creating an exceptional employee experience, ensuring the smooth running of our office environment, and providing high-quality support to senior leaders.

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, applying sound judgement and checking outputs for accuracy, confidentiality, and appropriate use.

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, ensuring excellent attention to detail and confidentiality at all times.

Team Management and Coordination

• Line management of two Receptionists, including direction, rotas, cover, development, and reception service standard.
• 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.

About You

• A 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, with an understanding of how external events may affect business priorities and senior stakeholders.
• Confidence working independently while collaborating effectively across teams.
• Confidence using AI-enabled tools to support research, drafting, summarisation, planning, and administrative efficiency, with the ability to validate outputs and protect confidential information.

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