Office Manager & Executive Assistant
2 days ago
Greater London
Office Manager & Executive Assistant Location: London, Fully Office based Salary: Excellent Basic + Annual Bonus Our client is a leading company in the aviation industry and is seeking to employ an Office Manager & Executive Assistant. Purpose of Position: The Office Manager & Executive Assistant is responsible for the overall management and efficiency of the London office, ensuring a professional and client-ready environment aligned with the company’s brand and standards. This role acts as the central point of coordination for office operations, combining facilities management, administration and front-of-house excellence. The Office Manager & Executive Assistant will take a proactive, solutions-oriented approach to ensure the office operates seamlessly, supporting business needs. Key Responsibilities: Front of House & Office Management • Serve as the primary point of contact for visitors and office-related matters, ensuring a professional, welcoming environment and efficient resolution of requests., • Ensure meeting rooms are prepared to a high standard, including catering and technology, while maintaining office presentation in line with company standards, • Oversee all incoming and outgoing mail, including the coordination of courier services, and timely distribution across the office., • Manage office supplies and inventory, ensuring availability, cost control and payment., • Manage access control, including security badges., • Maintain accurate directories., • Support and participate in office initiatives, including coordinating and arranging catering and logistics for staff events and engagement activities. Executive Support • Assist and support the VP, Sales, by managing and coordinating their calendar and administrative activities, ensuring the calendar remains up to date and optimised for efficiency;, • Coordinate arrangements for meetings and conferences, assembling appropriate material to ensure their smooth execution., • Liaise with Travel to coordinate all requested travel arrangements to ensure that itinerary and accommodation are efficiently arranged., • Organise visits and host VIP Guests to ensure a successful visit that consistently reflects and upholds the highest standards and image of the company., • Assist with preparation and document sharing, as necessary., • Provide backup support for other Executive Assistants as required. Facilities • Support Real Estate & Facilities Manager with annual budget planning, forecasting and capital Management., • Oversee the maintenance, safety, and functionality of the office environment., • Coordinate and manage vendors, contractors, and service providers while partnering with the Procurement team to oversee contracts, renewals and procurement activities., • Conduct regular inspections, generating property records and inspection reports while identifying, addressing, and escalating any maintenance or safety issues., • Support the implementation of emergency procedures, business continuity, and evacuation Drills., • Liaise with building management and attend facilities meetings., • Monitor and control the facilities budget for the London and Munich office, ensuring cost Efficiency., • Review and process invoices and expenses in accordance with company procedures., • Ensure full compliance with Health & Safety standards, including meeting all requirements for trained First Aiders and Fire Marshals in line with regulatory guidelines., • Maintain records related to risk assessments and compliance documentation., • Act as the local contact for audits or inspections related to office operations., • Other duties can be performed subject to being within the same professional career, considered related or functionally linked. Personal Specification: • Minimum 5 years experience in office management, facilities coordination, and executive support in a fast-paced environment., • Understanding of health and safety and workplace compliance requirements preferred., • Strong organisational and multitasking abilities, with excellent attention to detail., • Highly proactive, with the ability to anticipate needs, prioritise effectively and resolve issues independently., • Excellent communication and interpersonal skills, with a strong customer service mindset., • Demonstrated experience managing vendors, budgets and service providers., • Ability to manage confidential and sensitive information with discretion., • Decision making and ownership mindset., • Highly professional, polished, and aligned with premium brand standards., • Collaborative team player with a positive, can-do attitude., • Strong IT skills (MS Office and office systems)., • Ability to work effectively in a fast-paced, dynamic environment.
