Office Manager & Executive Assistant
24 days ago
City of London
Novatus Global is a Series B scale-up RegTech SaaS provider and boutique advisory firm, helping financial institutions manage their most complex regulatory requirements. We combine deep consulting expertise with cutting-edge SaaS solutions, enabling clients to strengthen compliance, enhance resilience, and drive sustainable growth. Our flagship SaaS platform, En:ACT (short for Ensuring Accurate, Complete and Timely reporting), is a market-leading solution for regulatory transaction reporting and reconciliation across global regimes. En:ACT automates reporting, reconciles data across systems, and maps errors directly to regulatory rules, helping firms remediate quickly, reduce risk, and meet regulatory obligations with confidence. Already trusted by more than 45 firms worldwide, the platform is scalable, proven, and designed for both business and technical users. Alongside our SaaS offering, our unique model delivers consulting services across Risk & Compliance (including Transaction Reporting and Operational Resilience), ESG, Strategy, Data, and Operations. We embed ourselves within client teams to deliver both insight and execution, taking ownership of outcomes and driving measurable impact. Since our launch in 2019, we have scaled rapidly, creating space for our people to grow with the business. Backed by North American private equity investment, and partnerships with the London Stock Exchange Group and Snowflake’s global data platform, we are shaping the future of regulatory compliance through innovation in both advisory and technology. Our growth plans do not stop here; we are on the lookout for top-tier talent to join us on our journey and enable our next phase of success. Office Manager & Executive Assistant Managing the smooth day-to-day running of the office, supporting core business operations, and providing proactive executive support to our two Co-Founders. Novatus HQ - 2 London Wall Pl, London Wall, Barbican, London EC2Y 5AU Office Based: 5 days a week in our central London offices. Reports to: Head of People & Culture Department: Operations Job Overview: Novatus Global are looking for a proactive EA & Office Manager to oversee the smooth running of our office and support day-to-day business operations. This role combines front-of-house responsibilities with broader operations, office management and EA tasks, making it an ideal opportunity for someone who enjoys variety, problem-solving, and ensuring everything runs seamlessly. Key Responsibilities Office Management • Oversee office supplies, equipment, and vendor relationships (coffee, water, food deliveries etc)., • Manage allocation, setup, and maintenance of IT equipment (laptops, monitors, etc) and liaise with IT providers for troubleshooting and upgrades., • Own the relationship with our outsourced IT vendor, managing the end-to-end laptop and equipment lifecycle—from ordering and provisioning to asset tracking and end-of-life returns/disposal, all in line with ISO 27001 compliance guidelines., • Own office facilities, liaising with the landlord and sourcing/managing contractors to resolve issues end-to-end., • Ensure a safe, efficient, and well-presented working environment., • Liaise with facilities providers (cleaners, maintenance, utilities)., • Manage office budgets and purchasing where required., • Oversee health & safety compliance (fire drills, first aid kits, risk assessments)., • Manage building access, security passes, and visitor protocols., • Coordinate space planning, desk allocations, and seating arrangements., • Plan and manage office events, socials, and team-building activities. Reception & Front of House • Act as the first point of contact for visitors, clients, and staff., • Manage incoming emails, and correspondence., • Maintain a professional and welcoming reception area., • Coordinate meeting room bookings and set-up., • Arrange catering and refreshments for meetings or events., • Manage incoming/outgoing post and courier services. Operations & Administration • Support contract management and basic legal/administrative tasks (e.g., document organisation, tracking renewals, maintaining compliance records)., • Assist with HR and onboarding processes (setting up new starters, coordinating inductions)., • Maintain company records, databases, and document control systems., • Provide administrative support to senior management where required., • Oversee policies and procedures to ensure operational compliance (ISO 27001, GDPR, data protection, confidentiality agreements etc)., • Manage insurance renewals, company registrations, and other statutory requirements. Executive Assistance: • Provide high-touch, proactive EA/PA support to our two Co-Founders and Co-CEOs, anticipating needs and ensuring priorities are executed smoothly., • Own diary management, including scheduling internal/external meetings, protecting focus time, and resolving conflicts with sound judgement., • Plan and coordinate domestic and international travel end-to-end (itineraries, accommodation, logistics, visa requirements where applicable), ensuring trips are efficient and cost-effective., • Support board, investor and senior stakeholder interactions, including meeting coordination, and maintaining a professional, confidential interface., • Maintain strict confidentiality, exercising excellent judgement when handling confidential business and personal information., • Provide ad hoc support for company priorities, events, and executive-led initiatives as needed. General • Identify opportunities to improve processes and implement efficiencies., • Act as a go-to person for internal teams to resolve day-to-day operational issues., • Coordinate with external suppliers, partners, and service providers., • Support business continuity planning and disaster recovery processes., • Assist with travel bookings, accommodation, and logistics for staff., • Organise internal communications (announcements, newsletters, updates). Perks & Benefits: • Private Medical Insurance (AXA) – includes mental health, dental, vision, and private GP access, • Life Insurance (4× salary) with Unum, • Unum’s Help@Hand: includes medical second opinions, physiotherapy, lifestyle coaching, savings and discounts, and cancer support services for you, your partner, and your child(ren), • Employee Assistance Program, • Enhanced parental leave (maternity & paternity), • Professional qualification sponsorship, • Accelerated career progression based on performance, not tenure, • Holiday entitlement increases with tenure, • Flexible hours with core collaboration time, • Paid volunteering leave, • Gym & fitness discounts, • Quarterly socials, and office snacks & drinks, • Interest-based working groups to collaborate and innovate Novatus Global’s Equal Opportunities Statement: Novatus is an Equal Opportunity Employer. All employment decisions are made based on business needs, role requirements, and individual qualifications, without regard to race, age, religion or belief, sex, sexual orientation, gender identity or expression, marital or civil partnership status, pregnancy or maternity, socioeconomic background, disability, or any other characteristic protected under the Equality Act 2010. We maintain a workplace culture that is inclusive, respectful, and supportive. Our recruitment and selection processes are designed to ensure fairness and consistency for all candidates Reasonable adjustments are available throughout the application and interview process, and candidates are encouraged to contact Human Resources to discuss any specific requirements. This commitment is embedded in all aspects of our employment practices, including recruitment, compensation, professional development, promotion, and workplace conduct
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