Office Manager & Executive Assistant

• Provide comprehensive diary management, including coordination across multiple time zones
• Schedule, prepare, and coordinate internal and external meetings
• Prepare meeting agendas, supporting documents, and take minutes when required
• Arrange refreshments and daily lunches for senior leadership
• Coordinate global travel, including flights, hotels, visas, and detailed itineraries
• Organise corporate events, dinners, and client engagements
• Manage the MD's expenses, ensuring timely submission and reconciliation
• Oversee corporate gifting, including selection, coordination, and delivery
• Provide personal support and ad hoc out‑of‑office assistance using the company-provided phone
• Lead the smooth running of the UK office, ensuring a professional, efficient, and welcoming working environment
• Oversee facilities management, including repairs, maintenance, contractor oversight, and cleaning services
• Ensure compliance with all Health & Safety requirements (Fire Safety / First Aid)
• Manage company shipping and logistics (including DHL account), monitoring daily activity and resolving customs issues
• Organise company-wide events such as the Christmas party, team bonding activities, and client events
• Manage company credit cards and act as the primary liaison with HSBC
• Implement and maintain office policies, procedures, and best practices
• Support recruitment and onboarding processes, including new starter inductions
• Manage seating plans and coordinate IT equipment setup for new employees
• Provide secretarial support, including meeting room bookings and administrative assistance
• Line‑manage and develop one direct report

• Proven experience as a PA/EA supporting senior leadership
• Previous experience in an Office Manager role
• Demonstrated ability to manage both business and personal executive tasks
• High level of confidentiality, discretion, and professional judgement
• Strong interpersonal skills with the ability to communicate confidently at all levels
• Exceptional organisational and time‑management capabilities
• Proactive, adaptable, and solutions‑focused approach
• Meticulous attention to detail
• Strong PC literacy and administrative proficiency

Experience supervising or managing staff