UK Office Manager & Executive Assistant

ITE Management L.P. is a global alternative investment firm that helps keep the world's supply chains moving. Founded in 2014, ITE owns and operates nearly $12 billion of industrial infrastructure assets across rail, intermodal, air, and various transportation verticals. The firm focuses on essential-use, long-lived assets and seeks to generate durable value through stable lease profiles and long-term contracts. ITE combines operational expertise, data intelligence, and sector knowledge to support the future of global transportation.

Position Summary

The UK Office Manager & Executive Assistant owns the day-to-day running of the London office, keeping it safe, well-maintained and welcoming for employees, visitors and guests, while providing dedicated executive assistance to Managing Directors in the office, including calendar management, travel coordination, expense processing and meeting support. As the central point of contact for all workplace, facilities and building matters, the role blends hands-on operational delivery with vendor management, event execution, and health and safety compliance, working closely with the Human Resources and Technology teams. This role is suited for an entrepreneurial self-starter who takes ownership, anticipates needs, and enjoys contributing to a positive, collaborative office culture.

Key Responsibilities

• Manage day-to-day workplace operations by providing frontline employee support, overseeing facilities, office space, and landlord relationships, and greeting guests and visitors as the primary point of contact for building access and conference room bookings.
• Coordinate office vendors, maintenance, supplies, pantry services, inventory, and workplace compliance to ensure efficient office operations.
• Oversee general facilities upkeep, liaising with the landlord, building management, and contractors on repairs, maintenance issues, and service requests.
• Restock pantry and office supplies on a weekly basis and order meals for the office, coordinating with vendors, accommodating dietary requirements, and receiving and unloading deliveries as needed.
• Support the employee lifecycle by coordinating onboarding and offboarding, right-to-work and identity checks, employment documentation, and scheduling in partnership with HR and IT.
• Plan and deliver company events and employee engagement initiatives, managing suppliers, budgets, communications, and workplace wellbeing activities.
• Coordinate workplace technology, including IT installations, meeting room AV systems, access management, and business continuity procedures.
• Maintain health, safety, security, and regulatory compliance by managing emergency procedures, workplace records, accessibility, and GDPR-compliant processes.
• Provide executive assistance to Managing Directors in the office, including light calendar management, conference-room coordination, and prioritising competing commitments across multiple domains and time zones.
• Coordinate UK and international travel end-to-end, including flights, accommodation, visas, ground transport, and detailed itineraries.
• Prepare and process expense reports, reconciling corporate card and travel expenditure in line with company policy.
• Organise calls and meetings, prepare and bind materials for internal and external meetings, including agendas, presentations, and pre-reading; compile background on attendees, record minutes of board and committee meetings, and track follow-up actions on behalf of executives.
• Additional ad hoc projects and requests as needed.

Qualifications/Experiences

• Bachelor's degree with 3-5 years' experience in office, facilities, or workplace management, ideally within a fast-paced or professional services environment.
• Proven experience as an Executive Assistant or in a senior administrative role supporting C-suite or senior leadership.
• Working knowledge of UK health and safety legislation, fire safety, first aid, UK GDPR, and experience handling confidential information with discretion.
• Proficiency in Microsoft 365, Microsoft Teams, ticketing systems.
• Eligibility to work in the UK.
• Entrepreneurial mindset with a proactive, roll-up-your-sleeves approach and sound judgment in ambiguous or fast-changing situations.
• Positive, team-oriented attitude with a genuine desire to contribute to office culture and support a collegial, high-performing work environment.

Benefits

• Comprehensive private medical insurance, including dental and optical cover.
• Workplace pension with employer contributions above the statutory minimum.
• Generous annual leave, plus UK bank holidays.