Executive Assistant and Office Manager

Bain and Gray; City Of London; Hybrid; GBP 50,000 - 55,000; Full time

Job summary

A leading global property management firm in London seeks an Executive Assistant and Office Manager on a one-year maternity contract. This role involves providing executive support to the CEO and ensuring smooth office operations. Candidates should have over 3 years of experience in similar roles, excellent communication skills, and proficiency in Microsoft Office 365. The company offers a hybrid working arrangement, competitive salary, and strong team culture.

Qualifications

• Minimum 3+ years' experience as an Executive Assistant or Office Manager in a corporate environment.
• Proven experience supporting senior executives with exceptional organisation and discretion.
• Excellent interpersonal and communication skills.

Responsibilities

• Provide full executive assistance to the CEO with proactive diary management.
• Oversee the daily running of the London office to ensure a professional environment.
• Line manage the Front of House team and collaborate with other departments.

Skills

Executive assistance

Diary management

Communication skills

Budget management

Microsoft Office 365 proficiency

Job description

Executive Assistant and Office Manager

TP7102

Salary £50,000 - £55,000

One-year maternity contract – January start

Hybrid working (1-day WFH)

Location: Great Portland Street, Central London

A hugely successful, large global property management firm is seeking a well‑versed EA and Office Manager to support their highly impressive, down‑to‑earth CEO on a one‑year maternity contract. An incredible opportunity to be that true gatekeeper as the sole EA at a 700‑person firm, you will work closely with the Chief of Staff to ensure the smooth running of each day. A firm that truly values its staff, with an incredible culture, team support, you will also be offered amazing benefits and bonuses too.

Executive Support to the CEO

• Provide full executive assistance to the CEO, including proactive diary management, scheduling, travel coordination, and inbox prioritisation.
• Prepare and edit correspondence, presentations, reports, and briefing materials for internal and external meetings.
• Coordinate key leadership and board meetings, ensuring agendas, papers, and actions are managed efficiently.
• Handle highly confidential information with discretion and professionalism.
• Build strong relationships with internal stakeholders, clients, and external partners on behalf of the CEO.
• Anticipate the CEO’s needs and act with initiative to ensure she is fully briefed, prepared, and supported at all times.

Office Management & Operational Excellence

• Oversee the daily running of the London office to ensure a professional, safe, and welcoming workspace.
• Ensure the Front of House team (2 people) deliver an exceptional experience for employees and guests.
• Manage supplier relationships, contracts, and service level agreements - covering cleaning, biophilia, furnishings, and facilities.
• Coordinate with the Chief of Staff to manage budgets, reporting, and office improvement Initiatives.
• Partner with building management and facilities manager to ensure compliance, maintenance, and sustainability targets are met.

People, Culture & Events

• Line manages the Front of House team, ensuring strong service delivery, performance development, and motivation.
• Work collaboratively with the Chief of Staff, Marketing, and People teams to deliver internal events and engagement initiatives that foster connection and culture.
• Support onboarding and act as a central point of contact for all London‑based office matters.

Sustainability & Community

• Work with the Sustainability and Charity teams to champion environmentally responsible practices and community initiatives across the workspace.
• Encourage participation in sustainability and wellbeing programmes, aligning with MAPP’s values.

Looking for:

• Minimum 3+ years’ experience as an Executive Assistant, Office Manager, or hybrid support role in a corporate or professional services environment.
• Proven experience supporting senior executives—ideally at CEO or board level - with exceptional organisation and discretion.
• Excellent interpersonal and communication skills with the confidence to engage senior stakeholders and external partners.
• Demonstrated ability to manage budgets, suppliers, and operational priorities effectively.
• Advanced proficiency in Microsoft Office 365 (Outlook, Teams, Excel, PowerPoint, SharePoint).

Level of Experience / Certifications: Desirable

• Experience within the property, real estate, or professional services industries.
• Experience in event planning and internal communications.
• Knowledge of basic workplace compliance, health & safety, and sustainability.
• Relevant professional certifications

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity, and inclusion strategy.