Office Manager and Executive Assistant

Department: Operations

Employment Type: Full Time

Location: London, UK

We are Digital Science and we are advancing the research ecosystem.

We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team.

Want to join us?

To deliver comprehensive administrative and executive assistance to Europe-based Management Board members and Executive team colleagues, providing proactive calendar management, meeting coordination, and travel support. In addition, the role provides essential office management and facilities coordination for Digital Science's London office in Farringdon, maintaining a safe, efficient, and welcoming operational environment.

Acting as a key liaison for senior leadership, visiting staff, and external guests, this role works in close alignment with the Executive Assistant to the CEO to ensure smooth cross-functional coordination. As the primary operational contact for the London workspace, the role oversees day-to-day site operations, manages the relationship with external facilities partners (Pan Mac Facilities, Reception, and Security), health and safety compliance, internal events, and cross-functional administrative workflows.

This is a hybrid role, with a minimum of 3 days per week in our London office.

Please note - due to business need, we can only accept applications from candidates who reside in the UK, where we have an established legal entity. If you apply from outside of this area, your application will not be considered.

Please be aware that we may close this position early if we receive a high volume of applications.

• Management Board & Executive Support:
  Deliver primary, high-level administrative assistance to European Management Board and Executive Team members, including proactive calendar management, scheduling, and priority meeting coordination.
• Travel & Expense Management:
  Coordinating end-to-end travel logistics for Europe-based Management Board members, including flights, accommodation, visa applications, comprehensive itineraries, and expense reconciliation in Concur.
• Executive Alignment &
  
  Collaboration:
  
  Collaborating closely with the Executive Assistant to the CEO to ensure seamless cross-functional alignment and coordination across global executive support teams.

• Office Management & Facilities:
  Overseeing day-to-day London office operations, including employee inductions, building access, collecting and scanning post, maintaining office supplies/first aid kits, and improving the office environment. Acting as the primary Digital Science contact for Pan Mac Facilities, Reception, and Security.
• Health & Safety Compliance:
  Coordinating local Health & Safety administration across the London office, ensuring designated fire marshals and first aiders are trained, maintaining H&S documentation, and assisting Operations with compliance modules on the learning platform.
• Events & Logistics:
  Organising London office events (e.g., social gatherings, leaving celebrations, seasonal events) and assisting with logistics, hotel bookings, and venue coordination for in-house training courses.

• Operational Support:
  Assisting the Operations team with administrative projects, internal communication flows, and leveraging standard productivity tools to support…