Executive Assistant & Office Manager

We are seeking a highly organised and proactive Executive Assistant and Office Manager to join our team. As a key business enabler, you will play a vital role in keeping Hypervision Surgical running smoothly — supporting the executive team, coordinating vendors, maintaining a well‑functioning workspace, and fostering an efficient and positive working environment. This is a varied, hands‑on role for someone who thrives on multitasking, enjoys working with people, and takes pride in getting the details right. A keen eye for detail, strong organisational instincts, and a sense of ownership are essential.

Responsibilities

• Administrative Support: Provide administrative support to the executive team and staff. This includes managing calendars, scheduling appointments, coordinating and minuting meetings, greeting & receiving visitors, and handling correspondence.
• Travel Arrangements: Arrange travel accommodations and itineraries for the executive team and employees when necessary.
• Human Resources Assistance: Assist HR team in recruitment efforts by posting job openings and organizing interviews. Help onboard new hires, maintain accurate employee records, and assist with basic people ops admin (e.g., attendance tracking, documentation).
• Communication: Serve as a point of contact for internal and external communication, disseminating information and handling inquiries professionally.
• Budgeting and Finance: Collaborate with the finance department to track office expenses, raise purchase orders and process invoices.
• Event Coordination: Plan and coordinate office events, such as team social activities, staff meetings, and celebrations.
• Data Management: Maintain and organize electronic and physical records, ensuring confidentiality and accuracy.
• Facility Management: Ensure the office environment is clean, safe, and conducive to productivity. Coordinate maintenance and repairs with the building facilities team when necessary.
• Health and Safety: Implement and enforce health and safety policies to create a secure work environment for all employees.
• Office Management: Oversee the day‑to‑day operations of the office, ensuring it runs efficiently and effectively. This includes managing office supplies, equipment maintenance, and assisting with supplier management.
• Team Support: Provide support and assistance to team members when needed, fostering a collaborative and positive work environment.

At Hypervision Surgical, we welcome candidates who have the core skills for the role and are keen to learn and grow with us. We are committed to building an inclusive environment where talented people from diverse backgrounds thrive together — and where our collective work is changing the way surgery is performed.

Qualifications

• Strong organisational skills: Able to manage multiple tasks, prioritise effectively, and maintain order in a fast‑paced environment.
• Excellent attention to detail: Takes pride in getting things right the first time and spotting issues before they become problems.
• Proactive mindset: Anticipates needs, takes ownership without being prompted, and follows through reliably without close supervision.
• Great communication skills: Clear, friendly, and professional in both verbal and written interactions.
• Experience in an executive assistant role: Previous experience supporting an executive, ideally including office coordination and team assistance.
• Ability to manage relationships with external suppliers and vendors: Confident in coordinating logistics, following up, and holding others accountable for quality and timeliness.
• Travel and logistics coordination: Experience booking travel and accommodation, often across multiple stakeholders, with attention to detail and timing.
• Confidentiality and professionalism: Especially when dealing with employee records or leadership communications.
• Digital fluency: Competent in Microsoft Office and/or Google Workspace (e.g., Docs, Sheets, Calendar, Slides).
• Team‑oriented approach: Willing to pitch in wherever needed and support a collaborative team environment.
• Reliable and accountable: Delivers on commitments and helps keep the team running smoothly.

Desirable Qualifications

• Experience in a startup or fast‑growth environment – Comfortable with ambiguity and adapting to evolving processes.
• Experience in event coordination – From internal team socials to all‑hands or offsite logistics.
• Basic HR or people ops knowledge – Familiarity with onboarding, interview scheduling, or employee record‑keeping.
• Familiarity with finance processes – Such as tracking expenses or processing invoices.
• Basic understanding of workplace health & safety – Especially in an office‑based or hybrid environment.
• Working knowledge of tools like ClickUp, Slack, Notion, Trello, or similar productivity software.
• Interest in company culture and employee engagement – Proactively helps create a positive and inclusive environment.

What we offer

• Equity participation via share option scheme
• 25 days of annual leave plus bank holidays
• Hybrid working arrangements, tailored with your manager to suit the needs of the role
• Employee Assistance Programme for wellbeing, legal, and financial support
• Group Life Assurance
• Cycle to Work Scheme and Workplace Nursery Benefits
• £150 annual tech stipend for productivity and office essentials
• Complimentary office snacks and drinks
• Monthly team socials in an inclusive, collaborative culture
• The opportunity to help facilitate improvements in patient care and delivery of real‑world surgical impact
• Vibrant office space at the London Institute for Healthcare Engineering, situated within St Thomas' MedTech Hub - putting you at the heart of London's surgical innovation ecosystem.