PA/Office Manager (Maternity Cover)

Fenris Creations is looking for a highly organised, proactive, and polished professional to join our London Bridge studio in a pivotal dual role: Personal Assistant to the CEO and Office Manager. This is a maternity cover contract role. This position combines executive support responsibilities with the day‑to‑day management of office operations, ensuring both the CEO and the wider business are supported effectively. The successful candidate will act as a trusted point of coordination across the organisation, maintaining smooth operations, managing priorities, and creating an efficient, positive and inclusive working environment. The role requires someone who is approachable, adaptable, detail‑oriented, capable of handling confidential matters, and comfortable working with competing priorities.

Your Tasks

• Diary & Calendar Management: Proactively schedule and prioritise internal and external meetings and appointments ensuring the CEO’s schedule is balanced and optimised across multiple time zones. Anticipate conflicts, flag clashes early, and propose solutions.
• Inbox & Communications: Manage and monitor the CEO’s inbox, flagging urgent items, drafting routine correspondence, and ensuring timely follow‑up on key actions. Maintain clear communication with internal stakeholders regarding priorities and availability to avoid bottlenecks, particularly during busy periods or when the CEO is travelling.
• Travel Coordination: Coordinate domestic and international travel in partnership with the travel team, including flights, accommodation, itineraries, visas, and ground transport. Anticipate the CEO’s preferences and working style, considering factors such as jet lag, back‑to‑back meetings, and contingency planning for travel disruptions. Arrange business lunches, dinners, and hospitality, securing venues that appropriately reflect the nature, seniority, and objectives of each meeting.
• Project & Ad‑Hoc Support: Track delegated tasks, providing timely updates and proactively chasing progress to ensure nothing is deprioritised or forgotten and assist with ad‑hoc special projects. Handle sensitive and confidential information — including commercial, personnel, and personal matters — with absolute discretion and professionalism at all times. Act as a trusted gatekeeper, managing access to the CEO’s time and attention, and to internal and external stakeholders. Provide light personal assistance where required, including occasional family scheduling, appointments, or personal logistics, exercising sensitivity and good judgement. Build strong, credible relationships with senior stakeholders, clients, and partners, ensuring every interaction reflects well on the CEO and the company.
• Team Management: Lead, manage, and develop the Office Administrator, setting clear priorities, providing day‑to‑day guidance, and supporting their professional growth.
• Facilities Management: Serve as the primary point of contact for landlords, facilities teams, suppliers, contractors, and service providers — managing relationships proactively to ensure high service standards. Oversee the upkeep and presentation of the London Bridge studio, ensuring the space is always safe, functional, well‑stocked, and a pleasant environment for the whole team alongside the Office Administrator.
• Operational Alignment: Work closely with the Icelandic Administration Teams to ensure alignment across office operations, processes, and ways of working between locations. Identify and resolve operational issues quickly, escalating where necessary and implementing longer‑term fixes to prevent recurrence.
• Health and Safety: Manage all office‑related health and safety requirements, including risk assessments, emergency procedures, and compliance with relevant legislation.
• Supplier Management: Review supplier contracts and service agreements, identifying opportunities to improve quality or reduce cost where appropriate.
• Administrative Improvements: Own and continuously improve the office’s administrative systems and processes, identifying inefficiencies and introducing smarter ways of working, alongside the Office Administrator. This includes overseeing employee onboarding, maintaining accurate and well‑organised company records, policies, and documentation, ensuring version control and easy accessibility for the team.
• Financial Management: Manage office expenses and invoice processing with accuracy, and maintain the office budget — tracking spend, flagging variances, and producing clear monthly reports.
• Event Management: Oversee internal events including team socials, seasonal celebrations, away days, and milestone moments that build a strong, connected culture. Champion a positive, collaborative, and inclusive working environment — noticing when energy or morale needs attention and proactively finding ways to help. Support the People team with ad‑hoc initiatives, communications, or activities that contribute to employee engagement and wellbeing.

Your Profile

• Demonstrable experience in a Personal Assistant, Executive Assistant, Office Manager, or closely related role — ideally within a creative, media, or fast‑paced commercial environment.
• Exceptional organisational skills and meticulous attention to detail with the ability to manage multiple competing priorities without dropping the ball, even under pressure.
• Outstanding written and verbal communication skills, with the confidence to represent the CEO in written correspondence and the polish to communicate effectively at all levels.
• High degree of emotional intelligence and discretion — someone who understands the importance of confidentiality and exercises sound judgement.
• Strong problem‑solving instincts: resourceful, calm when things go wrong and always focused on finding the best solution.
• Comfortable working independently with a high degree of autonomy, while knowing when to elevate or seek input.
• Finally, we are looking for someone who is a positive presence at our studio – someone who can inject energy and continue making Fenris Creations a Great Place to Work certified studio.

What We Can Offer You

• The inspiring challenge of working on a pioneering, ambitious project with great coworkers.
• An opportunity to learn and grow within an international company.
• A multicultural work environment that encourages growth, creativity, and innovation.
• Free lunches, breakfasts, drinks, and snacks in the studio.
• A family friendly work environment with flexible work hours.
• Employer contributory pension plan.
• Life Insurance.
• Private medical and Dental paid for you and your family.
• Annual Commuting Allowance.
• Monthly Home Working Allowance.
• Annual Fitness Allowance.
• Discretionary quarterly and annual performance sharing plan.