Office Manager and Executive Assistant in London

Description

The Opportunity

Luminance is the pioneer of Legal-Grade™ AI for enterprise. Backed by internationally renowned VCs and named in both the Forbes AI 50 list of ‘Most Promising Private AI Companies in the World' and Inc. 5000's ‘Fastest Growing Companies in America', Luminance is disrupting how professionals work with contracts around the globe.

This position requires a candidate looking to make the role their own and drive positive change. Partnering with the CEO and President of Go-to-Market, you will assist in managing their day-to-day world, including handling inbox overflow, coordinating meetings, managing external communications, structuring travel, and liaising with investors, clients, and internal stakeholders. This role also requires a candidate that takes full ownership and pride in the efficiency and appearance of Luminance’s Head Office. This role requires a candidate with high EQ, intellect, discretion, and cool head under pressure. As a business paving the way in the AI space, you will also need to be tech-confident and able to leverage this to implement ideas and/or systems that will optimise efficiency and productivity to your ways of working.

This role will have dual reporting into the CEO and President of Go-to-Market.

Roles and Responsibilities

Office Management

• Oversee the daily operations of Luminance’s Head Office, ensuring:
• all facilities are running effectively and efficiently;
• office supplies and amenities are stocked appropriately;
• any issues/breakages within the office space are resolved in a timely manner; and
• all guests/visitors are greeted and supported during their visit.
• Maintain and update workplace policies and processes, ensuring they are properly implemented and compliant with relevant legislation, e.g. fire safety, health and safety, and first aid.
• Collaborate with Luminance’s Office Managers based in our international offices to ensure standardisation of process and procedures across the organisation.
• Cover the Luminance Reception Desk, answering and directing inbound calls as and when they come through.
• Act as the point of contact for every team member, guest, client, or candidate who visits Luminance’s London office.
• Maintain and manage relationships with third-party office suppliers and the building management team.
• Maintain oversight and accountability to office-based expenditure.
• Look to adapt and upgrade elements of the office space to modernise and decorate the space.

Assistant Roles and Responsibilities

• Own and streamline all aspects of the CEO and President of Go-to-Market’s day-to-day administration.
• Take ownership of their email inbox, including triaging, actioning, drafting, and following up as needed.
• Act as a gatekeeper, managing the inbound requests/questions/meetings, while keeping opportunities and priorities visible.
• Look for efficiencies, optimisation and automation in the way you work with the CEO/President.
• Coordinate end-to-end travel and accommodation arrangements with foresight and flexibility.
• Manage complex calendars and align on daily/weekly priorities proactively.
• Organise high-quality meetings, including agendas, note-taking, and action-tracking.
• Spot and implement tech-first ideas and/or tools to optimise efficiency and productivity to save time and streamline operations.
• Build and maintain effective relationships across the team and with external partners and internal stakeholders.
• Process expenses.
• Occasional/ad hoc support on personal tasks for CEO.

Requirements

• By nature of your role, you are an extension of the CEO and President of Go-to-Market and as such operate in a professional, brand-first, and confidential manner.
• Excellent organisational and time management skills.
• Proactive approach to your work.
• Confident working independently.
• Creative problem solver.
• High attention to detail.
• Flexibility and adaptability to changing workloads.

Benefits

• Competitive salary.
• Central London office location and opportunity for international business travel.
• Pension scheme with Aegon, RetireReady.
• Health insurance with BUPA - all employees are eligible for enrolment for themselves and partners and dependents (if applicable) from Day 1 with Luminance.
• Life Insurance scheme subsidised by Luminance.
• Paid sabbatical opportunities.
• Enhanced maternity and paternity policies – to support working parents.
• £2000 annual learning and development budget per employee to empower our team members to elevate their potential.

To note: this role requires attendance of the office 5 days per week. Flexibility can be granted on an ad hoc basis as needed.