Executive Assistant / Office Manager

There are NO limits to your career: come shape the future and be part of a truly unique global culture at OutSystems!

Location: London, UK (Hybrid)

Reports To: Vice President, Sales (EMEA)

Role Overview

We are looking for a proactive, highly organised Executive Assistant & Office Manager to keep our London operations running smoothly. In this dual role, you will provide high-level executive support to the VP Sales EMEA while overseeing day-to-day office management, facility operations, and team culture initiatives. You will act as the operational pulse of the London office, balancing strategic calendar management with creating a welcoming workplace environment.

Key Responsibilities

• Executive Assistance
  • Manage complex calendars, schedule cross-time-zone meetings, and proactively resolve scheduling conflicts for the VP Sales, EMEA.
  • Coordinate complex international and domestic travel itineraries, including flights, accommodation, visas, and ground transport.
  • Prepare meeting agendas, briefing materials, and presentations, while tracking follow-up actions for key leadership syncs.
  • Handle confidential communications, report preparation, and expense processing with complete discretion.
• Office Management & Facilities
  • Oversee daily operations of the London office, maintaining a clean, professional, and efficient working environment.
  • Serve as the primary point of contact for building management, external vendors, landlords, and maintenance contractors.
  • Manage office budgets, order supplies, negotiate vendor contracts, and track facilities expenses.
  • Partner with People Ops to facilitate seamless local onboarding for new hires (desk setup, access badges, welcome packs).
  • Plan and execute team events, offsites, quarterly celebrations, and client hospitality functions.
  • Ensure workplace health and safety compliance in line with UK regulations.

Qualifications & Experience

• Experience: 10+ years in a Senior EA position preferably within a fast-paced tech or SaaS company with office management experience also desirable.
• Tech Proficiency: Expert-level proficiency in Google Workspace / MS Office 365, Slack, Zoom, and modern expense tools.
• Communication: Outstanding verbal and written English communication skills; comfortable interacting with senior leadership.
• Organisation: Exceptional time management with a proven ability to prioritise tasks in a high-growth environment.
• Work Style: Self-directed, highly adaptable, proactive problem solver with strong attention to detail.

What We Offer

• Competitive base salary with performance-based bonuses.
• Comprehensive benefits package (private medical, dental, life assurance, pension match).
• Hybrid working model (typically 3 days a week in the London office).
• Vibrant office culture with fully stocked kitchens, team lunches, and regular social events.

OutSystems is a leading AI Development Platform built for the enterprise. Global organizations trust OutSystems to rapidly build mission-critical apps and agents, modernise legacy processes with agentic systems, and govern their entire AI portfolio across complex regulatory environments, all on one unified platform. We are looking for passionate, talented, and motivated people to join us as we empower organisations to build, deploy, and scale the next generation of enterprise software.

Our culture is built on our core values of Trust, Customer Success, Innovation, and Alignment. We operate as one global OutSystems team, taking ownership to pursue our vision of being the AI platform enterprise leaders trust to build, secure, and evolve their most critical applications and systems.

As an equal opportunity employer, all qualified applicants receive equal consideration regardless of race, origin, religion, sex, sexual orientation, gender identity, disability, veteran status, or any other protected status.