Office Manager/Executive Support

The Office Manager / Executive Support role is responsible for ensuring the smooth, safe and efficient running of the office, while also providing high-quality executive and administrative support to senior leader(s). This position acts as a key point of contact for employees, suppliers, building management and senior stakeholders, ensuring the office environment is well maintained, compliant, welcoming and aligned with business needs.

Responsibilities include:

• Overseeing the day-to-day running of the office, ensuring facilities, meeting rooms, communal areas and office equipment are fully operational and well maintained.
• Carrying out regular office checks, including health and safety walkarounds, meeting room readiness checks, IT functionality checks, temperature monitoring, supplies replenishment and general office condition reviews.
• Managing office consumables, including food and drink, stationery, merchandise, cleaning supplies and other office items.
• Tracking office expenditure and supporting budget control for office-related spend, managing office subscriptions, licences and recurring services.
• Acting as the first point of contact for employee queries relating to the building and liaising regularly with building management, security, reception, contractors, cleaners, suppliers and neighbouring tenants.
• Tracking building or office snags and coordinating resolution with the relevant parties.
• Leading and supporting office improvement projects from initial research through to implementation including supplier quotations, employee feedback and providing recommendations.
• Welcoming guests and providing a professional, friendly front‑of‑house experience and managing all aspects of the visitor process.
• Supporting all team members with hospitality requests for external meetings.
• Processing incoming and outgoing mail and arranging couriers and deliveries as required.
• Acting as the Health and Safety (H&S) lead for the internal office environment, including managing H&S audit processes, including office risk assessments, fire risk assessments and general H&S audits.
• Scheduling planned preventative maintenance, servicing and contractor visits.
• Managing contractors on site, including obtaining necessary permissions and building access.
• Arranging employee H&S training, including first aiders & fire wardens.
• Acting as Head Fire Warden, reporting to the building’s Chief Fire Warden during evacuations, recording drill attendance and communicating fire consultant findings following fire drills.
• Providing high‑level executive assistant support including complex diary management, travel coordination and meeting support.
• Acting as a key point of contact between executives, internal teams and external stakeholders, ensuring professional and timely communication.
• Preparing, editing, and managing correspondence, presentations, reports, and other business documents with a high degree of accuracy and confidentiality.
• Organising and coordinating meetings, including agenda preparation, action tracking, and follow‑up on key deliverables.
• Managing competing priorities, anticipating executive needs, and proactively resolving scheduling or operational challenges to maximize efficiency.
• Carrying out research tasks/special projects as required.
• Reconciling corporate card transactions and processing expenses for senior leader(s) and relevant team members.
• Delivering general administrative support including scanning, shredding, printing, binding and document production, proofreading.
• Providing holiday cover for EA to CEO.
• Contributing to internal comms initiatives including maintaining ‘virtual noticeboard’, promoting engagement activities, weekly updates on Teams, and managing regular comms touchpoints including CEO Connect, SLT Connect and supporting at monthly all‑hands.
• Acting as an advocate for team engagement initiatives, proactively contributing ideas and execution.
• Managing ad hoc onsite internal company events.
• Supporting team members with board meetings, other internal meetings and external event arrangements.
• Supporting HR onboarding/offboarding and HR projects.

Qualifications and Attributes:

• Strong attention to detail and a proactive, solutions‑focused approach.
• Comfortable working independently and taking ownership of office processes and improvement projects.
• Good understanding of office health and safety processes, compliance tracking and facilities management.
• High level of discretion, professionalism and reliability.
• Confident using office systems, access systems, Microsoft Office and internal communication tools.
• Confident stakeholder management skills, with experience liaising with senior leaders, employees, suppliers, contractors and building management.
• Excellent written and verbal communication skills.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Previous experience in office management, facilities coordination, executive support or a similar administrative role.
• Fire warden, first aider or health and safety training.
• Practical and hands‑on.
• Detail‑oriented.
• Comfortable balancing operational tasks with senior‑level executive support.
• Able to build positive relationships across the business.
• Calm under pressure.
• Strong communicator.
• Proactive and highly organised.
• Ability to work independently and as part of a team.
• Approachable and service‑focused.