Executive Assistant & Office Administrator in London

Rive Gauche is an international design and delivery studio working across architecture, interiors, procurement, construction, strategic advisory, and project management. We create exceptional private residences, boutique hotels, branded developments, and luxury resorts for clients who understand that meaningful design requires judgement, care, and continuity.

We are seeking an exceptional Executive Assistant & Office Administrator to join our team. This role provides high-level support to senior leadership while ensuring the smooth and professional day-to-day running of the studio. It combines executive assistance with operational coordination, including diary management, prioritisation, supplier liaison, financial tracking, recruitment administration, and team support.

The successful candidate will act as a true right-hand to the Managing Director, ensuring clear priorities, efficient workflows, and seamless coordination across teams, clients, and external partners. We are looking for someone highly organised, proactive, and solutions-driven, with a strong “can-do” attitude and the ability to take initiative, identify inefficiencies, and drive improvements. Strong communication and organisational skills are essential.

• Proactively manage the CEO’s diary, priorities, and time, acting as gatekeeper and decision filter.
• Coordinate all meetings, ensuring clear agendas, preparation, and structured follow-ups.
• Manage email and correspondence on behalf of the CEO with timely and professional responses.
• Act as the main liaison between the CEO, senior team, clients, and external partners.
• Track actions, deadlines, and commitments to ensure full accountability and follow-through.
• Manage CRM management, ensuring all contacts, interactions, and opportunities are accurately recorded.
• Proactively follow up with clients and contacts on behalf of the CEO to maintain and develop relationships.
• Identify inefficiencies in workflows and implement improved systems and processes.
• Support daily operations, including supplier coordination and financial tracking.
• Assist with recruitment administration and onboarding processes.
• Arrange complex domestic and international travel and logistics.
• Prepare briefing notes, presentations, and key materials for meetings and projects.
• Support strategic initiatives and high-level business priorities.
• Coordinate client meetings, hospitality, and VIP stakeholder management.
• Handle confidential information with absolute discretion and professionalism.
• Maintain a high level of organisation, attention to detail, and ownership across all tasks.

• Coordinate Amazon and supplier orders for staff and office needs.
• Conduct regular stock takes and manage replenishment of office consumables (milk, coffee, stationery, snacks, etc.).
• Manage supplier communication, including emails, meeting coordination and scheduling site visits.
• Answer incoming landline calls and direct enquiries appropriately.
• Maintain the office environment to a high standard, including kitchen, printer area and sample library.
• Manage office organisation, cleanliness and day-to-day operational upkeep.
• Assist with planning, setup and catering for team events, internal meetings and workshops.
• Coordinate programme and software licences (CAD, Photoshop, Adobe, Smartsheet), including renewals and access management.
• Assist with documentation management, filing, version control and shared drive organisation.
• Manage and update trade accounts, applications and communication with vendors.
• Log and manage office expenses using Smartsheet, ensuring accurate records.
• Process and track team expenses and prepare monthly summaries.
• Log, file and organise company invoices, receipts and financial documentation.
• Support month-end administrative tasks as required.
• Prepare onboarding materials, equipment, IT setup and internal accounts for new starters.
• Support staff induction processes and smooth integration for new employees.

• Strong organisational and multitasking skills with excellent attention to detail.
• Confident communicator with strong written and verbal skills.
• Ability to manage multiple deadlines and work in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and general digital platforms.
• Experience working in a design, architecture, or creative studio environment (preferred but not mandatory).
• Knowledge of project management tools or CRM systems (preferred but not mandatory).
• Understanding of supplier coordination, snag lists, or FF&E processes (preferred but not mandatory).

This is an exciting opportunity to join a growing young practice beginning to make a name for themselves in luxury design. The role is ideal for anyone looking to grow their professional experience and progress their career. The position requires a combination of both administrative and business facing skills, as well as excellent communication. This is an office-based role although some hybrid working is possible subject to office requirements.