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    • Executive Assistant Office Manager - london (city of london) - Space Executive

    Space Executive
    Space Executive london (city of london)

    4 weeks ago

    Space Executive background
    Description

    The Office Manager & Executive Assistant will play a vital role in ensuring the seamless day-to-day operations of the office and business, while providing executive-level support to the CEO and Partner.

    This individual must be a detail-oriented, adaptable, and highly organized professional who can effectively manage multiple responsibilities, prioritize tasks, and uphold confidentiality and professionalism at all times.

    Responsibilities:

    Operations (inclusive of Office Management):

    • Oversee daily office operations to ensure a smooth, organized, and efficient workplace.
    • Manage office supplies, equipment, and vendor relationships, including mobile phones from Vodafone.
    • Coordinate IT support and arrange office insurance.
    • Organize company events, team meetings, and team-building activities, including agenda preparation and follow-up on action items.
    • Provide HR support, including onboarding new hires, maintaining employee records, and overseeing training documentation and quarterly reviews.
    • Create and maintain client terms of business and preferred supplier list records.
    • Maintain and manage the CRM system.
    • Efficiently manage multiple projects and tasks, prioritizing effectively.
    • Liaise professionally with high-profile clients and candidates throughout the search process.
    • Assist in creating pitch decks and presentations for the Executive and wider team.

    Marketing Support:

    • Maintain marketing materials, such as notepads and hoodies.
    • Support the team in creating daily, weekly LinkedIn posts.
    • Support the Executive team with podcast and video recordings.
    • Manage the company website.

    Personal Assistant Support (x2 Executives):

    • Manage executive calendars, scheduling, and diary coordination internally and externally.
    • Handle confidential inbox management with discretion and efficiency.
    • Oversee expense management and reconciliation.
    • Arrange domestic and international travel, including accommodations and itineraries.
    • Assist with personal tasks, such as property management, family requests, personal travel arrangements, and managing home, car, and travel insurances.

    Requirements:

    • Proven experience as an Office Manager or Personal Assistant with Operations skills a plus.
    • Strong organizational and multitasking skills with attention to detail.
    • Excellent written and verbal communication skills.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Ability to handle confidential information with discretion and professionalism.
    • Flexible, adaptable, and proactive in managing changing priorities.
    • Experience in marketing, tech apps, or social media support is a plus.
    • Experience in Executive Search is a plus.
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