Executive Assistant and Office Manager for in London

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 an Office Operations and Assistant Manager to join the business.

Perm Full time Position: 9am - 5:30pm, 5 DAYS IN OFFICE

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.
• Oversee meeting room management, ensuring rooms are fully operational, appropriately equipped and prepared for internal and external meetings.
• 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.
• 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

• Monitor key actions, deliverables and administrative task lists to support effective team performance.
• 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.

Requirements:

• 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.
• Strong stakeholder management and communication skills.

Bonus opportunity: (currently being finalised, expected circa 10%)

• Private Medical Insurance
• Dental Cover
• Life Assurance
• Prime Mayfair office location