Executive Assistant and Office Manager

Skills

About the Role

You will provide proactive executive support to senior leaders while managing the London office, facilities, workplace services, events and suppliers. You will coordinate travel, expenses, meetings, onboarding and sensitive communications, maintain operational controls, and improve administrative processes through efficiency and automation.

Requirements

• At least 8 years of experience as an Office Manager, Executive Assistant or in a similar corporate role.
• Experience in private equity, financial services, investment management or a family office is preferred.
• Experience managing corporate events and stakeholder engagements.
• Proficiency in Microsoft Office, particularly PowerPoint, Excel and Outlook.
• Experience with Concur or a comparable expense management system is advantageous.
• Experience using Salesforce is preferred.
• Ability to conduct thorough research using internal and external resources.

Responsibilities

• Provide proactive support to up to six senior leaders, managing complex diaries and international meetings.
• Organize domestic and international travel, including flights, accommodation, visas and itineraries.
• Prepare and reconcile corporate expense reports through Concur.
• Coordinate corporate credit card applications and administration.
• Prepare presentations, board papers, reports and correspondence.
• Screen calls, manage correspondence and handle sensitive communications discreetly.
• Coordinate courier services, mail distribution and document handling.
• Provide cross-coverage with Executive Assistants across international offices.
• Lead office management for the London office.
• Manage office budgets, invoice approvals, cost centre allocations and supplier payments.
• Coordinate onboarding logistics, workspace readiness and systems access.
• Act as the primary contact for workplace operations, facilities and IT support.
• Manage office facilities, equipment, workplace services and inventory.
• Lead health and safety activities, including DSE assessments and First Aider and Fire Marshal duties.
• Manage facilities providers and suppliers, negotiating pricing and value.
• Coordinate meetings, client events, offsites and corporate functions.
• Welcome and support clients, investors and visitors.
• Support board meetings, investor events, conferences and employee engagement activities.
• Identify and implement improvements to administrative processes and workplace operations.
• Monitor supplier performance against agreed standards.