Executive Assistant & Office Manager

Our client is an award-winning, multi-national strategic communications and events agency with a global footprint. They work with category leaders and cultural game changers in art, design, fashion, food and drink, lifestyle, luxury and travel.

They are currently looking for an Executive Assistant & Office Manager to join their team in Mayfair. The role is to assist the company's founder, as well as manage office services. The ideal candidate will have solid experience of providing executive-level support, and be proactive, resourceful, and diligent in tackling any project, large or small. They should have a positive attitude, incredible energy, and be a resourceful team player.

Main responsibilities

Administrative Support

Calendar Management: Schedule and prioritize meetings, calls, and events, ensuring optimal time management across multiple time zones

Travel Coordination:

• Plan complex travel itineraries, including flights, accommodations, and transport, often across time zones.
• Build and maintain relationships with key restaurants, hotel concierges, and venues to ease scheduling

Email & Correspondence: Handle incoming emails, draft responses, and flag urgent matters for the co-founder’s attention.

Document Preparation:

• Create, edit, and organize reports, presentations, and other materials.
• Conduct research as needed on various topics requested by founder

Meeting Preparation: Organize agendas, briefings, and follow-up actions for meetings with key clients and partners.

Confidentiality Management: Handle sensitive information with discretion and professionalism.

Event Coordination:

• Organize events such as board meetings, client dinners, salons, and team outings
• Support agency client events when needed, including managing RSVPs, set up, and check in
• Research vendors and maintain a list of preferred suppliers
• Share company updates, memos, or event details with employees

Financial Tasks:

• Track expenses, prepare budgets, and manage petty cash
• Handle incoming and outgoing invoices as needed, ensuring timely payments and follow ups
• Create and maintain organised filing system for financial and business documents

Office Management

• Manage day-to-day office operations, ensuring smooth functionality
• Monitor inventory and order necessary supplies like stationery and equipment
• Oversee tasks like building works and vendor management
• Maintain the company library and office needs i.e. magazine subscriptions, office supplies, coffee, etc
• Ensure office facilities are clean, safe, and well-maintained, liaising with vendors for repairs or services
• Manage office technology, including IT support coordination
• Perform receptionist duties: greet visitors, and answer and direct phone calls when necessary
• Track approved team PTO
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Oversee and update team calendar for client events, industry events, and important dates
• Maintain updated team contact details
• Ensure CRM is up to date with founder contacts and event resources (suppliers, etc)

Personal Assistance

Errand Management: Occasionally assist with personal tasks like appointments or household coordination.

Work-Life Balance: Help manage the co-founder’s schedule to ensure downtime and minimize stress.

Requirements

• Minimum of 3 years’ experience in an administrative role reporting directly to senior management or C-suite executives
• Excellent organization skills with the capability to multi-task and work effectively and efficiently in a fast-paced environment
• Ability to work to deadlines
• Excellent team skills and thrives in a small office
• Brilliant eye for detail and ensures accuracy
• Efficient, organised with excellent time management skills
• Exceptional communication skills (verbal and written), conveys updates clearly and diplomatically
• Tech savvy with knowledge of Microsoft Office and Google Workspace, and scheduling software effectively
• Proactive problem solver - anticipates challenges and address them quickly

Package

Salary range: £35-45K annually commiserate on experience

Monthly mobile phone contribution

28 Days Holiday including public holidays + time off between Christmas and New Year

Ample travel opportunities to Milan, NYC, and beyond