Executive Assistant/Office Manager

Based in the heart of the City of London, in a new, modern and welcoming office, Constantin is Deloitte France’s regional office in the UK. It specialises in auditing UK subsidiaries of groups audited by Deloitte (mainly Deloitte France). Today, the London office enjoys strong growth and has more than 150 professionals. Our current Office Manager is about to retire, so we are looking for someone to take over her role.

We are seeking an experienced and highly organized Executive Assistant/Office Manager to manage the day‑to‑day operational running of our London office and support our three Partners. This is a hands‑on role covering compliance and office management.

• Office Management
  • Oversee day‑to‑day office management (supplies, equipment, vendors), track contracts, renewals and subscriptions;
  • Manage relationships with landlords, cleaning services and external providers (office maintenance and logistics) including yearly archiving;
  • Ensure the office is safe, organised and welcoming;
  • Supervise the Reception team for access, keys, onboarding kits, etc as well as various checks and reporting for compliance purposes;
  • Act as a key contact within Deloitte’s business continuity plan in case of incidents;
  • Organise fire drills and health and safety training whenever needed in compliance with UK regulation and the building management;
  • Approve supplier invoices;
  • Liaise closely with the IT Manager and act as a backup in emergency situations;
  • Create and maintain administrative processes and documentation and improve ways of working (tools, templates, workflows);
  • Support light HR strategy or people‑ops.
• Compliance
  • Monitor completion of employees’ yearly independence forms;
  • Prepare and assist the Partners with various audits monitoring visits/inspections (including ICAEW, Deloitte France, ISO…);
  • Handle payroll‑tax related declarations liaising with Finance.
• Executive Assistant
  • Create various presentations for the Partners (on PowerPoint);
  • Organise meetings;
  • Support uploading timesheets and expenses for the Partners;
  • Make occasional travel arrangements and other bookings;
  • Liaise with Partners and HR to implement company policies.

This role includes the management of the Reception team (monitoring, appraisals…). By joining Constantin – Deloitte France, you will have the opportunity to evolve in a friendly and fast‑growing structure, where teamwork and fieldwork are key; to work closely with Constantin’s Management team with the support of teams based in the UK and in France; to develop a set of skills, shared with our international Deloitte network, which promotes team spirit, an ethical environment and integrity; to have an attractive salary package; to benefit from Constantin employees’ benefits (pension, healthcare…)

We are looking for an experienced professional with more than 10 years of experience and proven experience in office management and/or as an executive assistant to be our go‑to person for day‑to‑day office management and proactive assistance for partner matters, as well as responding to certain administrative queries from employees as they arise. We require strong organisational, problem‑solving and communication skills, the ability to multitask and handle deadlines. English is the day‑to‑day working language, and fluency in French is a must due to multiple communication requirements with Deloitte France. Proficiency with the Microsoft Office suite, PowerPoint presentation, Word and Excel would be helpful.