Executive Assistant Office Manager

1 week ago

City Of London, United Kingdom Space Executive Full time

The Office Manager & Executive Assistant will play a vital role in ensuring the seamless day-to-day operations of the office & business while providing executive-level support to CEO & Partner. This role requires a detail-oriented, adaptable and highly organised professional who can effectively manage multiple responsibilities, prioritise tasks and uphold confidentiality and professionalism at all times.

Responsibilities:

Operations (inclusive of Office Management):

  • Oversee daily office operations, ensuring a smooth, organised and efficient workplace.
  • Manage office supplies, equipment and vendor relationships inc Vodaphone mobiles.
  • Coordinate IT support, arrangement of office insurances.
  • Organise company events, team meetings and team-building activities including agenda preparation and follow-up on action items.
  • Provide HR support, including onboarding new hires, maintaining employee records and overseeing training documentation and quarterly reviews.
  • Create & maintain client terms of business & preferred supplier list records.
  • Maintain and manage CRM system
  • Managing multiple projects and tasks efficiently, prioritising effectively
  • Liaising professionally with high-profile clients and candidates throughout the search process
  • Assist in creating pitch decks and presentations for the Executive & wider team

Marketing Support:

  • Maintain marketing materials such as notepads/hoodies
  • Support the team in creation of daily, weekly LinkedIn posts
  • Support Executive team with podcast & video recordings
  • Management of company website

Personal Assistant Support (x2 Executives):

  • Manage executive calendars, scheduling and diary coordination internal/external.
  • Handle confidential inbox management with discretion and efficiency.
  • Oversee expense management and reconciliation.
  • Arrange domestic and international travel, including accommodations and itineraries.
  • Assist with personal tasks, such as property management, family requests, personal travel arrangements and managing car/home/travel insurances.

What we're looking for:

  • Proven experience as an Office Manager, Personal Assistant with Operations skills a plus.
  • Strong organisational and multitasking skills with attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with discretion and professionalism.
  • Flexible, adaptable and proactive in managing changing priorities.
  • Experience in marketing, tech apps or social media support is a plus.
  • Experience in Executive Search a plus

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