Executive Assistant Office Manager

Robert Half is partnering with a leading international business group with interests spanning telecommunications, hospitality, commercial property, and real estate investments. we are looking for a Office Operations and Assistant Manager to join the business.

Location

West London

Perm Full time Position

9am - 5:30pm 5 DAYS IN OFFICE

The Role

• Office Operations & Facilities
• Act as the primary point of contact for all day-to-day office operations, ensuring the workplace is maintained to the highest professional standard.
• Oversee all facilities management activities, including cleaning, waste and recycling, HVAC, lighting, maintenance, repairs and general office upkeep.
• Manage relationships with the building management team, coordinating maintenance, access requirements, deliveries and building-related matters.
• Provide reception cover during periods of absence, including holidays, sickness and lunch breaks.
• Manage the allocation and withdrawal of access cards, fobs and mobile access credentials for employees, contractors and visitors.
• Take ownership of all workplace health and safety requirements, ensuring compliance with relevant UK legislation and company policies.
• Coordinate all onboarding and offboarding activities, ensuring a seamless experience for employees and stakeholders.
• Oversee meeting room management, ensuring rooms are fully operational, appropriately equipped and prepared for internal and external meetings.
• Serve as the first point of contact for day-to-day IT issues, liaising with external IT service providers where required.
• Maintain an accurate asset register covering IT equipment, office technology and other business assets, ensuring effective lifecycle management and cost optimisation.
• Procurement, Suppliers & Budget Management
• Manage relationships with all office suppliers and service providers, including cleaning contractors, maintenance providers, utilities, stationery suppliers, couriers and catering vendors.
• Source, negotiate and manage supplier contracts, ensuring service quality, value for money and effective management of warranties and guarantees.
• Obtain and evaluate multiple quotations for expenditure requests, presenting recommendations and supporting information for approval.
• Manage the office operational budget, monitoring expenditure, forecasting future costs and highlighting variances or recharge requirements to the Finance team.
• Identify opportunities to improve service delivery, reduce operating costs and enhance supplier performance.
• Executive & Business Support
• Provide administrative and operational support to the CFO and senior leadership team.
• Monitor key actions, deliverables and administrative task lists to support effective team performance.
• Coordinate internal and external meetings, ensuring all logistics and materials are prepared in advance.
• Lead and support office improvement initiatives, operational projects and other business-critical activities as required.
• Assist with monthly cost reconciliations and financial reporting activities.
• Support the preparation of financial statements and other finance-related documentation where required.

The Candidate

2-3+ years' experience within an Office Manager, Executive Assistant, Team Assistant or Business Support role

• Previous responsibility for the day-to-day running of an office environment
• Strong diary management and meeting coordination experience
• Experience managing suppliers, facilities or workplace services
• Excellent organisational skills with strong attention to detail
• Confident coordinating multiple priorities simultaneously
• Strong stakeholder management and communication skills

Benefits

• Bonus opportunity (currently being finalised, expected circa 10%)
• Private Medical Insurance
• Dental Cover
• Simplyhealth
• Life Assurance
• Prime Mayfair office location
• Opportunity to join a highly regarded international investment business
• High levels of autonomy and exposure to senior stakeholders