Executive Assistant​/Office Manager

Job Title:

Executive Assistant & Office Manager Job

Reports To:

Managing Director

Job Location:

Stansted Airport

Job Purpose:

The Executive Assistant & Office Manager provides high level administrative support to senior leadership while ensuring smooth and efficient day to day office operations. The role enables executives to maximise productivity, meet strategic objectives, and focus on high impact work.

Key Responsibilities:

• Deliver advanced administrative support to multiple senior leaders, including complex diary management, travel coordination, and meeting organisation.
• Prepare high quality board packs, reports, presentations, and confidential correspondence.
• Oversee office operations ensuring facilities, supplies, equipment, and workspace standards are maintained.
• Participate in workspace redevelopment initiatives.
• Manage expense processing, travel budgets, invoices, and cost tracking.
• Maintain key governance records, including the Gifts & Hospitality register and Directors' notices.
• Act as central liaison between executives, colleagues, and external stakeholders.
• Coordinate senior visitors, new starters, inductions, access passes, and parking.
• Oversee IT and office services in collaboration with internal SMEs, ensuring compliance, safety, and operational efficiency.
• Assign tasks and coach the PA, setting standards, monitoring progress, and supporting development.
• Support cyclical HR related activities including performance and talent processes.

• Balancing multiple competing demands and reorganising schedules at short notice.
• Handling highly confidential and sensitive information with discretion.
• Navigating complex stakeholder needs while maintaining neutrality and professionalism.
• Making informed decisions around procurement, office inventory, and future workspace use.

• Significant experience in Executive Assistant and people management, including line management responsibility.
• Exceptional attention to detail and strong organisational skills.
• Proven ability to manage sensitive information with professionalism.
• Experienced in event and meeting planning, including stakeholder coordination.
• Strong problem solving skills; able to escalate or resolve issues independently.
• Excellent interpersonal and written communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Understanding of workplace health & safety practices and regulations.
• Self starter with the ability to prioritise and manage workload autonomously.

• Follow all environmental and energy management policies.
• Ensure personal and colleague safety at all times.
• Adhere to company rules, procedures, and training requirements.
• Report hazards and maintain compliance in all office related operations.