Executive Assistant Office Manager

Overview

We are seeking a sophisticated and highly experienced EA & Office Manager to serve as the heartbeat of our London office and a strategic partner to our leadership team. In this newly created, high-impact role, you will be the face of the office and the ultimate guardian of our local office culture. This position requires a rare blend of high-touch executive support and resilient operational management, acting as a critical bridge between our London HQ and global locations.

If you are a self-starter who is calm under pressure, maintains clarity during busy workload, and thrives as an operational generalist in a fast-paced environment, this role offers the platform to truly make your mark.

• Technical Proficiency: Expert-level command of Google Workspace (G-Suite) and Microsoft 365 (Outlook, Excel, PowerPoint, Teams). Comfortable navigating HiBob or similar HRIS.
• Experienced Generalist: Proven track record as an EA/OM within a fast-paced SME environment, comfortably wearing multiple hats. Bachelor’s degree or diploma in Business Administration, International Business, or a related field preferred.
• Influencing
  
  Skills:
  
  Highly developed influencing and negotiation skills, with the ability to manage upwards and persuade stakeholders to adopt new processes or cultural initiatives.
• Confident Communicator: Highly presentable with the ability to engage stakeholders at all levels and set a positive, professional cultural tone that aligns with global values.
• Resilient & Calm: Able to remain composed under pressure, managing competing priorities and different management styles with a positive attitude.
• Proactive Problem Solver: A self-starter who anticipates needs before they arise and takes total ownership of solutions.
• Discreet: Absolute integrity and the ability to handle sensitive information with high levels of confidentiality.

• Executive Assistance
• Trusted Partnership: Acting as the primary go-to for the executive team; a trusted confidant who understands their working styles, priorities, and preferences.
• Strategic Gatekeeping: Managing access to the executives with diplomacy, protecting their time to ensure they focus on high-priority strategic goals.
• Anticipatory Support: Thinking ahead to resolve potential scheduling or logistical conflicts before they arise.
• Diary Management: Proactive management of complex executive diaries and online calendars across multiple time zones.
• Secretarial Support: Email/document drafting and editing support, as needed.
• Travel & Itineraries: Coordinating end-to-end global travel, including flights, accommodation, visa processing, and detailed meeting itineraries.
• Meeting Support: Preparing meeting rooms and agendas, ensuring the executives are fully briefed for their day.

• Front of House: Acting as the primary point of contact for the London office, providing a warm and professional welcome to all clients and visitors.
• Event Coordination: Leading the planning and execution of office events, client hospitality, and team socials.

• Policy Execution: Ensuring the day-to-day execution of global policies, translating these into local office standards.
• Operations: Overseeing the day-to-day running of the London office, including utilities, property maintenance, and service agreements.
• Facility Management: Managing office leases, business rates, and ensuring timely insurance renewals.
• IT Coordination: Acting as the local lead for IT requirements and equipment and software inventory in liaison with global technical support.
• Vendor Management: Negotiating and managing relationships with local suppliers to ensure value for money and high service standards.

• Global Coordination: Serving as the Health & Safety Manager, ensuring all global offices are coordinating H&S protocols and compliance accordingly.
• London Lead: Hands-on H&S management for the London office, including leading the fire committee, fire alarm testing, workplace risk assessments and annual policy reviews.
• Emergency Response: Managing the emergency contact protocols, Lead Fire Warden and Emergency First Aider for the London site.

• Cultural Stewardship: Ensuring inclusivity and equity of voice within the London office, fostering an environment where all team members feel respected and heard.
• Data Accuracy: Auditing and maintaining accurate employee absence and training data for the London team.
• Onboarding: Coordinating new starter inductions to ensure a seamless experience.
• Learning & Development: Coordinating the CPD and Lunch & Learn program for the London team.
• Employee
  
  Experience:
  
  Helping to coordinate local benefits and employee gifting initiatives to maintain high morale and alignment with global values.