Office Manager & Personal Assistant (9-12 Month Fixed Term Contract)

​The role requires a well organised, competent and professional coordinator who is comfortable in dealing with people at all levels across the business and able to carry out various administrative duties with accuracy and speed.

Support to the Managing Director

• Manage the Managing Director's diary, meetings, travel arrangements and accommodation, ensuring timely responses, effective scheduling and adherence to company policies.
• Prepare reports, presentations, meeting minutes, briefings and internal communications, ensuring the Managing Director is fully informed on key priorities and projects.
• Coordinate internal and external meetings, including preparing agendas, documentation and meeting packs.
• Support attendance at external events and assist in communicating key information across the Management Team and wider business.

Office Management & Administration

• Maintain the London Head Office environment, coordinating office maintenance, cleaning, repairs and supplier relationships to ensure smooth day-to-day operations.
• Act as the main contact for office suppliers and service providers, monitoring service levels and identifying opportunities to improve efficiency and cost effectiveness.
• Manage office supplies, equipment and facilities, ensuring meeting rooms and communal spaces are maintained to a high standard.
• Welcome visitors, arrange refreshments and provide support for internal meetings, training sessions and events.
• Manage meeting room calendars and maintain accurate office documentation, policies and procedures.
• Deliver engaging internal communications in partnership with key stakeholders, including ownership of the bi-weekly newsletter and internal communication channels.
• Create and maintain content for local and global internal communication platforms, ensuring information remains current and engaging.
• Deliver onboarding experiences for new starters, including office inductions, tours and guidance on ways of working.
• Act as Fire Marshal and, if desired, undertake First Aider training.

Employee Engagement & Culture

• Take ownership of the annual social events programme, managing planning, budgets, communications and delivery to support a positive and engaging workplace culture.

Travel & Budget Management

• Manage the Head Office travel budget and oversee employee setup and training on the company travel platform.

Finance & Purchasing

• Manage office purchase orders, including annual recurring expenditure and ad hoc requests.
• Work closely with Finance and suppliers to ensure effective cost control and value for money across office operations.

Project Management

• Coordinate and support business-wide projects, managing timelines, actions and stakeholder communication through to completion.

Requirements

• Strong experience in office management, executive support or PA roles.
• Advanced Microsoft Office skills, particularly Excel and PowerPoint.
• Excellent organisational skills with the ability to prioritise multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills with confidence working alongside senior stakeholders.
• Proactive, adaptable and solutions-focused, with the ability to anticipate business needs in a fast-paced environment.
• Collaborative approach with a passion for continuous improvement and delivering high standards.