Office Manager/Executive Support

Job Purpose

The Office Manager / Executive Support role is responsible for ensuring the smooth, safe and efficient running of the office, while also providing high quality executive and administrative support to senior leaders.

Act as a key point of contact for employees, suppliers, building management and senior stakeholders, ensuring the office environment is well maintained, compliant, welcoming and aligned with business needs.

Key Accountabilities Office Management & Facilities

• Oversee day to day running of the office, ensuring facilities, meeting rooms, communal areas and office equipment are fully operational.
• Carry out regular office checks: health and safety walk arounds, meeting room readiness, IT functionality, temperature monitoring, supplies replenishment and general condition reviews.
• Manage office consumables (food & drink, stationery, cleaning supplies, etc.) and track expenditure to support budget control.
• Raise purchase orders, process invoices and maintain procurement records.
• Act as the first point of contact for employee queries and liaise with building management, security, reception, contractors, cleaners and suppliers.
• Track building snags and coordinate resolution.
• Lead and support office improvement projects from research to implementation, including supplier quotations and employee feedback.
• Welcome guests, manage the visitor process and provide front of house hospitality.
• Process mail, arrange couriers and deliveries.
• Act as Health & Safety lead, managing H&S audits, risk assessments, fire risk assessments, planned preventive maintenance and contractor management.
• Arrange employee H&S training and act as Head Fire Warden during evacuations.

Executive Support

• Provide high level executive assistance: diary management, travel coordination, meeting support and correspondence.
• Prepare, edit and manage confidential business documents.
• Organise and track meetings, agendas and action items.
• Handle competing priorities and proactively resolve scheduling challenges.
• Carry out research tasks and special projects.
• Reconcile corporate card transactions and process expenses.
• Provide general administrative support: scanning, shredding, printing and document production.
• Cover holidays for the EA to the CEO.

Events & Company wide Support

• Contribute to internal communications, virtual noticeboard, Teams updates and regular touchpoints (CEO Connect, SLT Connect, all hands).
• Advocate and execute team engagement initiatives.
• Manage ad hoc on site internal events.
• Support board meetings, external event arrangements and HR onboarding/offboarding.

Qualifications & Skills

• Previous experience in office management, facilities coordination, executive support or similar administrative role.
• Strong organisational skills managing multiple priorities and deadlines.
• Confident stakeholder management with senior leaders, employees, suppliers, contractors and building management.
• Good understanding of office health and safety processes, compliance tracking and facilities management.
• Excellent written and verbal communication skills, strong attention to detail and proactive solutions focus.
• Ability to work independently and take ownership of office processes and improvement projects.
• High discretion, professionalism and reliability.
• Proficient with office systems, access systems, Microsoft Office and internal communication tools.
• Desirable: Fire warden, first aider or health and safety training.

Key Attributes

• Proactive and highly organised.
• Approachable and service focused.
• Calm under pressure.
• Practical and hands on.
• Strong communicator but detail oriented.
• Builds positive relationships across the business.
• Balances operational tasks with senior level executive support.
• Works independently and as part of a team.

Benefits

• Competitive salary and bonus scheme.
• 25 days annual leave plus 8 UK bank holidays.
• Bupa private healthcare coverage.
• Wellbeing and mental health benefits (WeCare app, critical illness cover, dental & optical insurance).
• Pension contribution matched up to 10%.
• Car benefit scheme via Tusker and Cycle to Work scheme.
• Virgin Media / O2 discounts and offers.

Location

Paddington - full time, 5 days in office.

Equal Opportunity Employer

We are an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment. We will provide reasonable accommodation for applicants with disabilities.