Office Manager

3 weeks ago

London, United Kingdom Guggenheim Partners Full time

Position Summary

We are seeking a highly organized and proactive individual to fill the role of Executive Assistant/Office Manager. This position plays a crucial role in providing support and ensuring the smooth operation of our office. The successful candidate will be a multitasker, a problem solver, and an effective communicator.


Additionally, the individual will be expected to assist on client servicing support working with the relationship managers to help with briefing materials, salesforce maintenance, phone support and projects as requested.


This role will be based out of our London office and in-office four days a week.

Essential Job Functions

Executive Assistance:
1. Provide high-level administrative support to the London-based Relationship Management and Sales teams, including calendar management/call arrangement, travel arrangements, phone support, and expense reporting.
2. Act as a primary point of contact between senior individuals and internal/external stakeholders.
3. Coordinate and facilitate meetings and calls.
4. Prepare, format and proofread reports, presentations, meeting materials, and correspondence.


Office Management:
1. Oversee day-to-day office operations, ensuring a clean, organized, and efficient working environment.
2. Meet and greet visitors, make beverages and organize kitchen shop.
3. Order, stock and maintain all pantry snacks, beverages, and storage closets
4. Order, prepare, and clean up catering as necessary for client meetings.
5. Manage employee building IDs and guest registrations.
6. Manage office supplies, equipment, and vendor relationships.
7. Implement and maintain office policies and procedures.
8. Address staff queries regarding office services and policies.
9. Ensure mail is forwarded to appropriate Guggenheim groups.
10. Act as fire marshal for the London office and liaise with the building company on the same.


Communication and Coordination:
1. Communicate effectively with team members and external contacts on behalf of the senior individuals.
2. Liaise with various departments to ensure timely completion of tasks and projects.
3. Manage incoming calls, emails, and other communications.

Project Support:
1. Provide support for special projects, research, and initiatives as assigned by senior members.
2. Coordinate project timelines and deliverables.

Preferred Qualifications

1. Bachelor’s degree in Business Administration, Management, or related field preferred.
2. Proven experience as an Executive Assistant or Office Manager.
3. Familiarity with project management principles is a plus.

4. High level of integrity and dependability.
5. Ability to work independently and collaboratively in a fast-paced environment.
6. Flexibility and adaptability to changing priorities.

Basic Qualifications

1. Exceptional organizational and time management skills.
2. Strong written and verbal communication skills.
3. Proficient in Microsoft Office Suite and other relevant software.
4. Ability to handle sensitive and confidential information with discretion.
5. Problem-solving skills with a proactive and positive attitude.

Salary Details

Actual base salaries may vary depending on factors such as location and experience. 

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