Flight HQ Experience Manager

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Location:

Shoreditch, London (5 days per week, in office)

Reports to:

Chief of Staff / COO of the Private Office

Key Stakeholders:

Founder, CEO of Founder’s Private Office, COO of Founder’s Private Office, FlightStory, Tenants, KITT, Landlord

Role Overview

This role will help create the physical heartbeat of Flight; shaping the daily experience of employees, guests, and partners within a space that reflects the Founder’s vision and values. You’ll be instrumental in fostering an inspiring, high-performance environment where people feel energised, supported, and aligned with our collective purpose.

Your work will define the atmosphere of the organisation; not just how the space looks and functions, but how it feels to walk through the door each morning. From team rituals to workplace standards, you’ll work alongside FlightStory’s Head of Happiness on initiatives that connect people, enhance culture, and drive momentum.

At the same time, this is a hands-on operational role. You’ll manage the full spectrum of office operations including supplier and tenant coordination, facilities oversight, fit-out project delivery, and workplace compliance ensuring everything behind the scenes runs smoothly, safely, and to an exceptional standard.

You will take ownership, lead from the front, and represent the Founder’s Private Office as the anchor of our shared building ecosystem. If you’re someone who thrives on variety, accountability, and the opportunity to build something that lasts; this is your chance to shape the physical and cultural engine of one of the UK’s most ambitious founder-led organisations.

Key Responsibilities

Team Experience, Culture and Front of House

• Shape a high-performance workspace reflecting the company’s pace, precision, and warmth in collaboration with FlightStory’s Head of Happiness.
• Oversee front-of-house operations: guest greeting, delivery management, intercoms in collaboration with FlightStory and other tenants.
• Lead the Private Office team culture and rituals: celebrations, birthdays, onboarding experiences.

Operations and Internal Systems

Build and run Private Office operational processes across:

• Access: Managing physical and digital access to the building, rooms, files, and systems; including passes, permissions, and security protocols.
• Onboarding: Creating and managing a process to bring new team members into the business; setting up desks, devices, accounts, introductions, and training.
• Internal workflows: Designing and maintaining how internal tasks, approvals, communication, and operations flow between people and teams using Monday, Slack, AI.
• Execution rhythms: Establishing meetings and updates that keep the team aligned e.g. weekly planning meetings, monthly reporting cycles, town halls etc.

Lead on compliance across GDPR, health and safety, insurance, and cyber security act as the internal liaison for legal and external advisors, maintain up-to-date documentation and training, and ensure protocols are followed for ICO policies, visitor privacy, asset tracking, and workspace security.

Implement internal systems, trackers, and dashboards to support leadership decision-making.

Facilities, Office and Building Management

• Act as day-to-day lead for the building, overseeing operational coordination across the Private Office and its tenants.
• Serve as main liaison with external building management firm and all suppliers.
• Lead on snagging, maintenance, IT, security systems, utilities, access, and health and safety.
• Ensure building, space, and shared areas meet all regulatory requirements, with accurate vendor onboarding and health and safety records.
• Liaise with Story Production teams to ensure podcast studios and production spaces run securely and in alignment with regulatory requirements.
• Oversee compliance for all shared tenants and support facility-related queries across companies.

Fit-Out and Capital Projects

• Project manage the next phase of HQ build: dismantling temporary studios, installing digital studio tech, building reception, gym, and front-of-house spaces.
• Coordinate designers, contractors, AV and IT teams, furniture suppliers, and landlords.
• Drive project execution: manage timelines, budgets, approvals, and internal communication.

Company Events And Space Commercialisation

• Plan and deliver internal events hosted by Founder and their Private Office, supported by FlightStory’s Head of Happiness.
• Lead on hiring out event space and studios to external clients: handling enquiries, pricing, contracts, compliance, and on-site delivery in collaboration with FlightStory.
• Ensure all events meet operational and legal requirements: licensing, insurance, health and safety.

Who You Are

• Passionate about building environments that reflect culture, purpose, and pace — with a sharp eye for design, team experience, and day-to-day feel.
• A proactive adopter of automation and AI tools, always looking for smarter ways to reduce friction, improve systems, and drive operational efficiency.
• Excited by innovation and constantly looking for opportunities to streamline workflows, improve the workplace, and future-proof how we operate.
• An experienced operator with exposure to facilities, office management, project delivery, and compliance.
• A practical generalist and problem-solver with range across logistics, systems, infrastructure, and people.
• Highly organised, detail-oriented, and able to manage multiple fast-moving work-streams with calm precision.
• Familiar with GDPR, ICO, cyber, and health and safety compliance — with confidence in leading implementation and audits.
• A confident communicator who can lead suppliers, chase accountability, and build strong relationships across internal and external stakeholders.
• Equally comfortable managing AV installations or planning company-wide events that showcase our brand and ambition.
• Energised by fast-moving founder-led environments and motivated to raise the bar across everything you touch.

Seniority level

• Mid-Senior level

Employment type

• Temporary

Job function

• Business Development and Sales

Industries

• Technology, Information and Media

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