Office Manager & Executive Assistant

Office Manager & Executive Assistant

Location: London, Fully Office based

Salary: Excellent Basic + Annual Bonus

Our client is a leading company in the aviation industry and is seeking to employ an Office Manager & Executive Assistant.

Purpose of Position:

The Office Manager & Executive Assistant is responsible for the overall management and efficiency of the London office, ensuring a professional and client-ready environment aligned with the company’s brand and standards.

This role acts as the central point of coordination for office operations, combining facilities management, administration and front-of-house excellence. The Office Manager & Executive Assistant will take a proactive, solutions-oriented approach to ensure the office operates seamlessly, supporting business needs.

Key Responsibilities:

Front of House & Office Management

• Serve as the primary point of contact for visitors and office-related matters, ensuring a professional, welcoming environment and efficient resolution of requests.
• Ensure meeting rooms are prepared to a high standard, including catering and technology, while maintaining office presentation in line with company standards
• Oversee all incoming and outgoing mail, including the coordination of courier services, and timely distribution across the office.
• Manage office supplies and inventory, ensuring availability, cost control and payment.
• Manage access control, including security badges.
• Maintain accurate directories.
• Support and participate in office initiatives, including coordinating and arranging catering and logistics for staff events and engagement activities.

Executive Support

• Assist and support the VP, Sales, by managing and coordinating their calendar and administrative activities, ensuring the calendar remains up to date and optimised for efficiency;
• Coordinate arrangements for meetings and conferences, assembling appropriate material to ensure their smooth execution.
• Liaise with Travel to coordinate all requested travel arrangements to ensure that itinerary and accommodation are efficiently arranged.
• Organise visits and host VIP Guests to ensure a successful visit that consistently reflects and upholds the highest standards and image of the company.
• Assist with preparation and document sharing, as necessary.
• Provide backup support for other Executive Assistants as required.

Facilities

• Support Real Estate & Facilities Manager with annual budget planning, forecasting and capital Management.
• Oversee the maintenance, safety, and functionality of the office environment.
• Coordinate and manage vendors, contractors, and service providers while partnering with the Procurement team to oversee contracts, renewals and procurement activities.
• Conduct regular inspections, generating property records and inspection reports while identifying, addressing, and escalating any maintenance or safety issues.
• Support the implementation of emergency procedures, business continuity, and evacuation Drills.
• Liaise with building management and attend facilities meetings.
• Monitor and control the facilities budget for the London and Munich office, ensuring cost Efficiency.
• Review and process invoices and expenses in accordance with company procedures.
• Ensure full compliance with Health & Safety standards, including meeting all requirements for trained First Aiders and Fire Marshals in line with regulatory guidelines.
• Maintain records related to risk assessments and compliance documentation.
• Act as the local contact for audits or inspections related to office operations.
• Other duties can be performed subject to being within the same professional career, considered related or functionally linked.

Personal Specification:

• Minimum 5 years experience in office management, facilities coordination, and executive support in a fast-paced environment.
• Understanding of health and safety and workplace compliance requirements preferred.
• Strong organisational and multitasking abilities, with excellent attention to detail.
• Highly proactive, with the ability to anticipate needs, prioritise effectively and resolve issues independently.
• Excellent communication and interpersonal skills, with a strong customer service mindset.
• Demonstrated experience managing vendors, budgets and service providers.
• Ability to manage confidential and sensitive information with discretion.
• Decision making and ownership mindset.
• Highly professional, polished, and aligned with premium brand standards.
• Collaborative team player with a positive, can-do attitude.
• Strong IT skills (MS Office and office systems).
• Ability to work effectively in a fast-paced, dynamic environment.