Office Coordinator/Manager

At Charlie Oscar, we’re not your typical digital marketing agency - we’re a team of big thinkers, bold doers, and collaborative problem-solvers. We partner with some of the world’s most ambitious brands to help them outsmart, outpace, and outgrow the competition. How do we do it? By blending data science and creativity to make smarter decisions and create work that actually makes an impact. The numbers give us clarity, but it’s our creativity that wins hearts, builds brands, and drives real growth. Life at Charlie Oscar is fast-paced, exciting, and full of opportunities to learn, grow, and push boundaries. You’ll be working alongside some of the sharpest minds in the industry, solving big challenges, delivering work you’re proud of, and seeing the difference you make for global brands. And we know it’s not all about work. We make time for fun too - whether it’s weekly run club, book and chess clubs, charity fundraisers, Thursday drinks, or epic team socials, there’s always something to get involved in and people to connect with. Most importantly, we hire for attitude and culture add, not just experience. We want curious, ambitious people who aren’t afraid to challenge the status quo, work hard, bring fresh ideas to the table, and help us shape the future of marketing.

ABOUT THE ROLE

At the heart of our agency is a role that keeps everything — and everyone — moving. Our Office Manager & PA is the steady pulse behind the pace, effortlessly juggling board‑level diaries, contracts, onboarding, last‑minute pitch decks, and day‑to‑day office life. They are organiser, problem‑solver, host, and confidant — the calm voice when things get hectic, the warm welcome at the door, and the glue that holds the agency together. Highly organised, proactive, digitally confident, and hands‑on, they quietly make everything run smoothly, from tech setup and travel coordination, to culture moments like birthdays and celebrations. Simply put, they are the heartbeat of the agency, turning motion into momentum.

WHAT YOU’LL BE GETTING STUCK INTO (aka Responsibilities)

• Executive Support: Be a trusted right hand to our CEO and Managing Director—managing complex diaries, inboxes and priorities with discretion and precision. Coordinate seamless travel and draft key documentation. Support thoughtful client gifting and relationship moments.
• Presentations & Content: Prepare and refine internal and external presentations, ensuring every deck is polished, clear and on‑brand.
• Systems & Operations: Oversee our digital ecosystem—managing Google Workspace, Microsoft accounts, Slack and shared tools. Maintain internal documentation and ensure systems run smoothly. Manage expenses in partnership with finance.
• People & Onboarding: Create a seamless onboarding experience—setting up digital accounts, preparing computer set‑ups, desks and delivering office inductions. Provide administrative support across People initiatives.
• Events & Culture: Plan and coordinate agency‑wide events and celebrations, managing suppliers, budgets and logistics. Bring to life the small cultural moments that make our agency special, e.g. pancakes with all the toppings for pancake day, Halloween decorations and treats, cocktails for our monthly cocktail hour!
• Office & IT Management: Act as front‑of‑house, ensuring the office is welcoming, organised and well presented. Own meeting room setups, resets and basic troubleshooting. Manage facilities, suppliers, maintenance, utilities and office supplies. Oversee day‑to‑day office coordination, including deliveries, kitchen upkeep and shared spaces. Act as the first point of contact and problem solver for office‑related issues and emergencies. Provide hands‑on tech support and coordinate with external IT providers, as required.
• Office Move and Coordination: We will be moving offices this year. This person will need to lead on the organisation of that—from liaising with suppliers, stocking the office, coordinating the move of belongings, setting up the desks, coordinating artwork and design. This will require high levels of organisation and initiative.

WHAT WE’RE LOOKING FOR

• 3+ years’ proven experience in a PA, Executive Assistant, Office Manager, or hybrid role in a fast‑paced environment. Previous experience in the marketing, advertising, creative, or PR world is highly desirable.
• Highly organised with strong attention to detail and the ability to manage multiple priorities calmly.
• Proactive, solutions‑focused, and adaptable, anticipating needs before they arise.
• Excellent written and verbal communication skills for correspondence, presentations, and team liaison.
• Confident with digital tools and systems, for example, Google Workspace, Microsoft Office, Slack, and project management platforms.
• Hands‑on and willing to roll up your sleeves—from diary management to events, office operations, and last‑minute tasks.
• Experience supporting senior leadership and managing office operations, budgets, and expenses.

AI

At Charlie Oscar, we’re looking for people who can show how they use AI to improve, evolve, and elevate their personal and professional performance, and help us push the boundaries of what’s possible in marketing and advertising. You don’t need to be an AI specialist, but we value those who are already applying AI tools to work smarter and faster—whether that’s speeding up research, summarising text, creating templates—We love people who challenge the norm, ask “how can this be better?”, “How can this be quicker?”, and see AI as a tool to automate, accelerate and elevate their craft, not replace it.

BENEFITS

• Competitive salary plus opportunity to earn a performance based bonus paid every 6 months.
• Wellness allowance including access to Bupa private health care.
• Pension plan.
• Regular team socials and annual company away day.
• Hybrid working (4 days in the office, 1 day from home).
• 25 days’ holiday per year, plus bank holidays and flexible time over Christmas.
• 4 weeks ‘Work From Anywhere’ per year.
• Birthday off.
• Cycle to Work Scheme with Forest Bikes.
• Regular office treats and surprises.
• Be part of building something truly exceptional.

WHAT MAKES US US - OUR VALUES

At Charlie Oscar, our values aren’t just posters on the wall – they show up in how we work, how we treat each other, and how we build something brilliant together.

• Make It Happen: Momentum matters, progress beats perfection every time.
• Treat It Like Your Own: Think like an owner. Care for every detail as if it were your money, your brand, your business.
• Grow Together: Build the business, lift your team, and invest in your own growth along the way.
• Be Brave: We create space for bold thinking, confident decisions, and the freedom to back yourself.