At a Glance
- Tasks: Support senior leadership and manage day-to-day office operations in a dynamic environment.
- Company: Purpose-driven organisation focused on sustainability and positive change.
- Benefits: Immediate start, collaborative culture, and opportunities for personal growth.
- Other info: Join us in creating a positive work environment and supporting meaningful initiatives.
- Why this job: Be the backbone of our team while making a real impact in the office.
- Qualifications: 3 years' experience as an Executive Assistant or Office Manager, with strong organisational skills.
The predicted salary is between 36000 - 44000 £ per year.
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.
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.
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.
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.
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.
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.
Advanced proficiency in Microsoft Office Suite, particularly Excel and Power Point.
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.
Executive Assistant / Office Manager - Immediate Start in London employer: FAIRR Initiative
FAIRR Initiative is an exceptional employer that champions sustainability and innovation within the global food systems sector. With a collaborative work culture that values diverse perspectives, employees are encouraged to grow through continuous learning and impactful projects. Located in a vibrant community, this role offers unique opportunities to engage with industry leaders while contributing to meaningful change in ESG practices.
