Executive Assistant Office Manager in London

Liberty Lane Search is excited to be partnering with M+F Health in finding a fabulous new team member for this vital cog in their thriving business. Personality fit is everything for this one and it's a role that would suit a team-minded, gregarious, switched-on person who has ninja-level diary management skills! Total reliability essential. You'll be rewarded with a brilliant bunch of colleagues and a lovely environment.

Role overview

M+F Health is a fast-paced, independent healthcare communications agency based in Clerkenwell, with a growing team of around 40 people. As we continue to scale, we are creating a pivotal new role that combines Executive Assistant support at the most senior level with office leadership and operational coordination. At its core, this is a high-trust, all-encompassing Executive Assistant role, providing seamless, proactive support to both our CEO and COO. You will be deeply embedded in the day-to-day running of the agency - helping manage priorities, protect time, and ensure the leadership team can operate at their best. Alongside this, you will play a central role in keeping the agency running smoothly - from the rhythm of leadership meetings to the experience of being in the office day to day. Reporting to the COO and working closely with the CEO, senior leaders and the wider team, you will be a trusted right hand - someone who anticipates needs, solves problems quietly and effectively, and brings calm organisation to a busy, growing business. This is a full-time role, with a requirement to be in the office Monday-Thursday with Friday at home (optional).

Key responsibilities

• Executive support
  • Provide high-touch, proactive diary management for the CEO and COO - managing competing priorities, sequencing meetings effectively, and ensuring time is used with real intention.
  • Act as a true gatekeeper and partner, bringing judgement and confidence in managing access, protecting focus time, and creating space in busy schedules.
  • Anticipate needs ahead of time - ensuring meetings are appropriately prepared for, materials are ready, and follow-ups are tracked.
  • Coordinate monthly Senior Leadership Team (SLT) meetings end to end - agendas, inputs, pre-reads, logistics and follow-up actions.
  • Provide holistic support across both professional and day-to-day practical needs, helping remove friction and ensure the CEO and COO can operate at their best.
  • Assist with travel planning, logistics and occasional personal administration, handled with complete discretion and professionalism.
  • Support the COO on operational projects and business priorities, flexing to what the agency needs at any given time.
• Office management
  • Be responsible for the smooth running of the office, creating a welcoming, organised and professional environment for employees, clients and visitors.
  • Act as the main point of contact for office suppliers and partners, including our IT support provider and building management, fostering strong working relationships and ensuring issues are resolved efficiently.
  • Oversee office facilities, equipment, post and supplies, ensuring the space is well maintained, tidy and functional at all times.
  • Manage meeting rooms and shared spaces, ensuring they are fully operational, presentable and appropriately set up for meetings.
  • Support business-wide operational tasks as needed, flexing to what the agency requires as we grow.
• People support and onboarding
  • Coordinate, set up and deliver a smooth, welcoming onboarding experience for all new starters, from first day logistics to being fully set up and introduced.
  • Supporting in offboarding duties with leavers.
  • Be a visible, approachable point of contact for team members on day-to-day practical matters.
  • Supporting in raising and checking compliance with supplier contracts.
  • Supporting with raising employee and freelancer contracts.
  • Play an active role in fostering a positive agency culture - knowing people well, celebrating milestones, and helping everyone feel connected and supported.
• Front-of-house
  • Act as front-of-house, greeting all guests, clients and visitors with warmth and professionalism.
  • Be a consistent, welcoming presence in the office, helping set the tone for how it feels to work and visit here.
• B Corp and impact support
  • Support our B Corp and impact commitments through practical measurement and tracking activities.
  • Help monitor and record areas such as waste management, sustainability initiatives and our local supplier programme.
  • Work with the COO and wider team to ensure impact actions are embedded in day-to-day operations.

About you

You are someone who thrives on keeping things running smoothly and takes pride in being the person others rely on. You are highly organised, calm under pressure, and comfortable juggling multiple priorities in a busy, people-centred environment. You will likely:

• Have experience in an operations, office management, EA or business support role, ideally within a fast-paced agency or professional services environment.
• Be naturally service-oriented, with a warm, confident manner and excellent interpersonal skills.
• Enjoy working closely with senior leaders while also being deeply connected to the wider team.
• Be detail-focused, reliable and discreet, with strong judgement and a high level of integrity.
• Be a great team player who genuinely enjoys knowing people well - from birthdays and start dates to the small things that make a workplace feel human.
• Be comfortable with financial administration and tracking, even if you are not a qualified finance professional.
• Share our values and have a genuine interest in sustainability, impact and responsible business.

Working here

We are a collaborative, values-led healthcare communications agency that believes brilliant work comes from supported, motivated people. This role plays a critical part in enabling that - creating the conditions where people can do their best work every day.

If this sounds like you, please click apply here rather than sending your CV directly. All applicants will receive a response but please bear with me while each application is considered. Looking forward to hearing from you.