Executive Operations & Office Manager in Ampthill

Location: Ampthill, United Kingdom

Remote Status: On-Site

Job Id: 261

# of Openings: 1

Department: Executive

Reports To: General Manager, EMEA

Legal Entity: United Wheels UK Ltd

Job Status: Full-time Permanent

Level: IC

Travel: Minimal

Summary

We are looking for a highly organised, proactive, and professional Executive Operations & Office Manager to support the EMEA Leadership Team and ensure the effective day-to-day operation of our EMEA business and offices. This is a broad and varied role combining executive support, office management, employee engagement, and business operations. Working across the UK, Europe, Asia, and the USA, you will act as a key coordination point for the EMEA Leadership Team, helping ensure priorities, meetings, projects, and business processes are organised and executed effectively. The role is office-based at our Bedfordshire office. As part of a global organisation, occasional flexibility across international time zones will be required.

Why This Role Matters

A leadership team is only as effective as the operation around it. This role is the coordination point that keeps the EMEA business running smoothly — making sure the right people are in the right meetings, priorities and actions are tracked and followed through, the offices run well, and the many moving parts of a global organisation stay connected across the UK, Europe, Asia, and the USA. It blends executive support, office and people coordination, and business operations into a single trusted role. Done well, it gives the EMEA Leadership Team the time, structure, and reliable execution they need to focus on running and growing the business.

What Success Looks Like (3 Core Outcomes):

• A Well-Supported Leadership Team: The EMEA Leadership Team is effectively supported — diaries, meetings, international travel, and executive documentation are managed smoothly, and confidential and time-sensitive matters are handled with discretion.
• Smooth-Running Offices & Engaged Workplace: The EMEA offices operate effectively day to day, the workplace is positive and engaging, and onboarding logistics, workplace initiatives, and health & safety are well-coordinated — with dotted-line support to the US People & Culture team as needed.
• Priorities Tracked & Delivered: Cross-functional projects, the EMEA operating calendar, and leadership action plans are coordinated with clear ownership, deadlines, and follow-through, keeping strategic priorities and business reviews on track.

Essential Duties and Responsibilities:

• Provide executive and operational support to the EMEA Leadership Team.
• Manage diaries, leadership meetings, international travel, and executive visits.
• Coordinate meetings, agendas, minutes, actions, and follow-up.
• Meet and welcome clients, visitors, and external stakeholders, coordinating arrangements to ensure a professional visitor experience.
• Arrange and serve refreshments and catering for meetings, events, visitors, and executive requirements.
• Prepare presentations, reports, communications, and other executive documentation.
• Handle confidential and time-sensitive matters with professionalism and discretion.

Office Management & Workplace Engagement

• Oversee the effective day-to-day operation of the EMEA offices, including facilities, suppliers, equipment, purchasing, and workplace requirements.
• Provide dotted-line support to the US-based People & Culture team, acting as a local point of contact for EMEA and helping coordinate people-related activities as needed.
• Help coordinate the logistics of new-joiner onboarding and employee moments (welcomes, milestones, and events) in support of a positive workplace experience.
• Support internal communications, employee engagement, and workplace initiatives.
• Assist with Health & Safety and workplace compliance requirements.

Business Operations

• Coordinate cross-functional projects and key business initiatives across EMEA.
• Maintain leadership action plans, ensuring clear ownership, deadlines, and follow-through.
• Coordinate the EMEA operating calendar, including leadership meetings, annual planning, and business reviews.
• Support the General Manager and Leadership Team in tracking strategic priorities, KPIs, and key actions.
• Coordinate leadership presentations and business reviews, ensuring timely and accurate inputs from functional teams.
• Support governance, audit, compliance, and business documentation where required.
• Act as a central coordination point between EMEA leadership and global functions.
• Provide flexible support to other departments during busy periods, assisting with ad hoc tasks, projects, and operational priorities as required.

Supervisory Responsibilities: None.

Education and/or Experience

• Experience in executive support, office management, business operations, or a similar role.
• Excellent organisational, planning, and prioritisation skills.
• Strong attention to detail with the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills.
• Professional, discreet, and confident handling sensitive information.
• Experience coordinating executive meetings and international travel.
• Experience in project coordination, business operations, or supporting people/workplace initiatives would be advantageous.

Personal Attributes

• Proactive, organised, and solutions-focused, with a strong sense of ownership and follow-through.
• Calm under pressure, adaptable to changing priorities, and comfortable working with stakeholders at all levels.
• Collaborative, approachable, and willing to step in wherever needed to help the EMEA organisation operate effectively.

Language Skills

• Excellent written and verbal communication skills in English; able to communicate professionally with leadership, staff, visitors, and global functions.
• Additional European language skills an advantage.

Mathematical Skills

• Comfortable working with budgets, purchasing, KPIs, and business data relevant to office and operations coordination.

Reasoning Ability

• Ability to prioritise, plan, and solve problems independently across multiple concurrent responsibilities, exercising sound judgement and discretion.

Computer Skills

• Familiarity with travel or project‑coordination tools an advantage.

Physical Demands

This is an office-based role. Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this role, the employee is regularly required to use a computer and communicate with colleagues, leadership, and visitors. Occasional flexibility across international time zones will be required.

Work Environment

This role is office-based at the Bedfordshire, UK office. Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions. The work environment is professional and collaborative, supporting the EMEA Leadership Team and coordinating with global functions across the UK, Europe, Asia, and the USA. The noise level is usually low to moderate.

Equal Employment Opportunity Statement

United Wheels Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We are dedicated to building a workplace where people from all walks of life feel seen, supported, and empowered to do their best work. We welcome applicants from all backgrounds, identities, and experiences, and we encourage you to bring your full, authentic self to work. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic.