We are looking for an organised, proactive, and confident Facilities Manager & Executive Assistant to take responsibility for the smooth running of our office locations and to support the Managing Director with high-quality executive assistance. This is a key role at the heart of our business, ensuring our offices operate efficiently, professionally, and with first-class hospitality as we continue to grow.
This is a hands-on, office-based role due to the operational and people-facing nature of the position, with occasional travel to other office locations.
About the Role
As our Facilities Manager & Executive Assistant, you will lead our reception and facilities team and oversee the running of our workspace, services, and suppliers. You’ll ensure our offices remain safe, well-presented, and compliant while supporting colleagues across the business. You will also provide proactive EA support to the Managing Director, managing diaries, meetings, travel, and day-to-day coordination.
This role is ideal for someone who enjoys variety, takes pride in creating a high-quality working environment, and thrives in a fast-paced, people-oriented setting.
Key Responsibilities
- Oversee the smooth day-to-day running of the Liverpool office and maintain operational standards across all JB Leitch office locations, ensuring first-class hospitality for colleagues, clients, and visitors.
- Act as the main contact for landlords, serviced office providers, and key suppliers, including being the out-of-hours emergency contact and escalating issues internally as needed.
- Lead the reception and facilities teams to deliver a consistently high level of service.
- Manage office layouts, meeting spaces, workspace setup, and systems including the desk booking, post, and telephone systems to ensure efficient and effective operation.
- Coordinate and support on-site and off-site meetings and events for colleagues and clients, ensuring appropriate hospitality and logistics.
- Coordinate contractors and maintain relationships with suppliers, ensuring quality and value.
- Oversee health, safety, and compliance activities, working with external providers to ensure adherence to legislation and internal policies.
- Support office-related projects such as refurbishments, moves, and workspace improvements.
- Oversee the new joiner setup process, ensuring the facilities and reception teams provide required equipment and a smooth home/office setup.
- Monitor budgets, contractor performance, and service levels.
- Provide proactive EA support to the Managing Director including diary management, meeting coordination, travel arrangements, and administrative support.
What We’re Looking For
- Experience in office or facilities management, ideally with multi-site exposure.
- Strong organisational, problem-solving, and decision-making skills.
- Experience managing contractors, suppliers, and small teams.
- Excellent communication skills and the ability to build strong relationships across the business.
- Good understanding of health & safety compliance (with specialist tasks outsourced).
- Proficient IT skills and confidence using office systems.
- Professional, approachable, and highly organised with strong attention to detail.
- Calm under pressure, proactive, and committed to maintaining a high-quality working environment.
- Discreet and trustworthy when supporting senior leadership.
Working Arrangements
Primary location: Liverpool office
Office attendance is essential due to the operational nature of the role
Some travel to London may be required
