Office Manager in London

As Office Manager & Executive Assistant at Poolhouse, you’ll be at the heart of our HQ team – creating a brilliant working environment, keeping the day-to-day running smoothly and providing high-quality support to members of our Executive Team.
We’re a small, close-knit and fast-moving team, working together from WeWork in London. This is a broad, hands-on role for someone who enjoys being the person who makes things happen: anticipating what’s needed, bringing organisation to a busy environment and making it easier for the people around them to do their best work.
Alongside owning the day-to-day office experience, you’ll provide EA support across diaries, meetings, travel and key business activities, as well as helping coordinate team events, onboarding and important internal moments.
???? What Success Looks Like
• Our HQ is organised, welcoming and runs brilliantly day to day
• The Executive Team receives proactive, reliable and well-organised support
• Diaries, meetings and travel are coordinated efficiently, with issues anticipated rather than simply reacted to
• Team meetings, events, socials and key company moments are well organised and thoughtfully delivered
• New starters have a smooth and welcoming HQ onboarding experience
• Administrative processes are simple, consistent and effective
• The wider team knows they can rely on you to keep things moving and get things done
• You become a trusted and valued part of a small, close-knit team
???? Our Way of Working
This role is delivered with energy, warmth, initiative and exceptional organisation – in line with our Poolhouse values:
Experience Obsessed | Take Care | Seek Excellence | Integrity | Elite Sports Team Mentality

Skills, Knowledge and Expertise
• Previous experience in office management, executive assistance, team coordination or a similarly broad administrative role
• Highly organised with excellent attention to detail and the ability to manage multiple priorities at once
• Confident supporting senior stakeholders and comfortable working closely with an Executive Team
• Strong diary, meeting and travel coordination skills
• Naturally proactive – you notice what needs doing and get ahead of it
• Warm, personable and confident communicating with people at all levels
• Comfortable being the go-to person in a small office and taking genuine ownership of the working environment
• Good judgement and discretion when dealing with confidential or sensitive information
• Strong written communication and confident using everyday workplace technology and productivity tools
• Comfortable working in a fast-moving environment where priorities can change
• Practical, resourceful and solutions-focused
• Experience in a startup, scale-up, hospitality or similarly entrepreneurial environment would be an advantage
• Most importantly, you enjoy being part of a team and take pride in making things work brilliantly for the people around you

Benefits
Office Management & Team Experience
• Own the smooth day-to-day running of our London HQ and act as the main point of contact for office-related matters
• Manage our relationship with WeWork and coordinate workspace requirements, access, facilities and any day-to-day issues
• Make sure the office is organised, well equipped and a great environment for the team to work from
• Coordinate meeting rooms, visitors, deliveries, supplies and general office requirements
• Look for practical ways to continuously improve how our HQ operates and how the team experiences the workplace
• Help create a welcoming, fun and connected office environment that reflects the Poolhouse culture
• Coordinate team lunches, socials, celebrations and other moments that bring the HQ team together
• Support new starter onboarding in partnership with the People Team, ensuring people have everything they need for a great first day and first week
Executive & EA Support
• Provide proactive administrative and organisational support to members of the Executive Team
• Manage diary coordination and scheduling for key meetings, check-ins and business activities
• Coordinate internal and external meetings, ensuring the right people, information and logistics are in place
• Arrange domestic and international travel, including flights, accommodation, transfers and itineraries
• Support preparation for Board meetings, quarterly reviews and other important business meetings, including agenda coordination, materials and logistics
• Track actions and follow-ups from key meetings where required, helping ensure commitments don’t get lost
• Support the preparation and formatting of presentations, meeting materials and other executive documents
• Handle sensitive and confidential information with appropriate discretion
Meetings, Events & Business Coordination
• Coordinate internal workshops, strategy sessions, leadership meetings, team events and stakeholder meetings
• Support site visits to Poolhouse Liverpool Street and future locations, coordinating attendees and logistics
• Help organise external events, demos and other key business activities
• Act as a central coordination point across teams when activities require multiple people to come together
• Provide practical support on ad hoc projects and priorities across the business
Administration & Ways of Working
• Bring structure and consistency to core administrative processes across HQ
• Maintain relevant records, trackers, contact information and team documentation
• Support effective use of our internal systems and tools
• Identify opportunities to simplify processes and reduce unnecessary administration
• Take ownership of tasks through to completion rather than waiting to be prompted at each stage
• Provide flexible administrative support where needed within a growing business

Benefits
• Code Hospitality subscription
• Perks and Discounts platform
• Health Care plan
• Birthdays off
• Free Health Assured EAP membership (counselling, life coaching, legal and financial support)
• Salary Sacrifice Scheme