Executive Assistant/Office Manager in London

Location: Office-based, London, UK

We are looking for a proactive and highly organised Executive Assistant / Office Manager to join our dynamic and purpose-driven organisation. This role will provide critical support to senior leadership while ensuring smooth day-to-day office operations. The successful candidate will thrive in a fast-paced environment and be enthusiastic about developing their skills in a collaborative and mission-driven setting.

• Office Administration: Providing an excellent service to all internal colleagues to support their experience working at FAIRR. Ordering office equipment, maintaining stock, ordering supplies, taking deliveries, photocopying, printing, and binding documents.
• Meeting Management: Scheduling internal and external meetings, creating and sending calendar invitations, booking rooms, ordering catering.
• Helping organise internal events for the team, finding and booking venues, arranging catering.
• Managing the shared mailbox – reviewing emails and forwarding them or replying to senders.
• Ordering and replenishing food stock for the team: lunches, snacks, fruit, and drinks.
• Ensure that the office is tidy, and fridges are emptied and clean.
• Providing some support to the Finance team with administration (chasing up invoices etc).
• Helping the team with booking events, conferences.

Key Responsibilities - Office Management:

• Oversee day-to-day office administration, ensuring a smooth and positive working environment for all staff.
• Liaise with building management to resolve any office space or facility-related issues.
• Manage meeting room bookings, coordinate hotdesking arrangements, and ensure efficient use of office space.
• Order and manage office supplies, equipment, stationery, and weekly food stock to meet team needs.
• Maintain and replenish team food and snack provisions regularly and ensure that the office is tidy, and fridges are emptied and clean.
• Develop and implement effective office administration processes, including creating user guides and work instructions for key tasks.
• Manage office-related shared mailboxes, responding to or redirecting incoming enquiries in a timely manner.
• Manage all subscriptions.
• Assist the finance team with administrative tasks, such as following up on invoices and resolving queries.
• Support the coordination and tracking of the Operations budget in collaboration with the Finance Director.
• Plan and coordinate internal office events and team activities, including venue bookings, catering, and logistics.

Key Responsibilities - Executive Assistant:

• Provide high-level executive support to senior leadership, managing complex calendars, scheduling internal and external meetings, coordinating conference and video calls, and arranging travel.
• Prepare meeting materials, draft agendas, take clear and accurate minutes, and ensure timely follow-up on actions.
• Manage shared mailboxes, ensuring professional, prompt and appropriate responses to internal and external enquiries.
• Support the planning and delivery of leadership and team meetings including producing reports, compiling packs, and tracking organisational performance metrics.
• Develop and refine presentations, reports, and visual materials to support senior leadership’s communications and strategic priorities.
• Provide administrative and logistical support for internal leadership meetings, including room bookings, catering, and preparation of agendas and documentation.
• Act as the key liaison for team-wide IT and operational issues, escalating and coordinating with IT support to ensure swift resolution.
• Manage business travel arrangements for senior leaders, including bookings, itineraries, and troubleshooting any issues.
• Support the Executive Director on special projects, taking ownership of planning, coordination and project management to ensure successful and timely delivery of strategic and operational initiatives.

Requirements:

• Minimum of 3 years' experience in a similar Executive Assistant and/or Office Manager role, supporting senior leaders in a fast-paced environment.
• Exceptional organisational and time management skills with the ability to manage competing priorities effectively.
• Excellent written and verbal communication skills with a strong attention to detail.
• Discreet and professional, with proven experience handling sensitive and confidential information.
• Proactive and solutions-focused, able to work independently and demonstrate initiative.
• Strong interpersonal skills, with a collaborative approach and the ability to build effective relationships across all levels of the organisation.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
• Flexible and adaptable, with a positive approach to problem-solving and change.
• Experience or enthusiasm for project management, with the capability to manage special projects and strategic initiatives in collaboration with senior leadership.
• Alignment with our mission and values, with a genuine interest in ESG issues, sustainability, and positive change in the global food sector.