Executive Assistant / Office Manager

Argus Media group; City Of London; On-site; GBP 48,000 - 64,000; Full time

Benefits offered by this job

Hybrid working

25 days holiday

Pension scheme

Private healthcare

Life assurance

Cycle to Work scheme

Season ticket loan

Flexible benefits platform

Learning and development opportunities

Collaborative international working

Job summary

Argus Media group in London is seeking an experienced Executive Assistant & Office Manager to lead the London office and support senior leaders. You will manage complex diaries, travel, expenses and coordinating meetings across time zones, while overseeing reception staff and facilities partners to maintain a professional, productive workplace.

You’ll drive health and safety, procurement and internal communications, using AI tools to improve efficiency and ensuring confidentiality and discretion

Qualifications

• A bachelor's degree or equivalent recognised higher-education qualification.
• Demonstrable experience in office management or workplace operations, combined with hands-on executive assistant experience supporting senior leaders in a fast-paced corporate environment.
• Strong organisational and prioritisation skills, with the ability to manage multiple responsibilities simultaneously.
• Previous people-management or supervisory experience, with the ability to lead, support and develop two Receptionists and manage day-to-day team coverage as well as management of a maintenance operative
• Experience working with suppliers, contractors and external service providers.
• Experience helping to create, format or coordinate presentations, internal communications and marketing materials, with strong written and visual attention to detail.
• An understanding of workplace health and safety and office operations.
• Excellent communication and stakeholder management skills.
• Strong attention to detail and a practical, solutions-focused mindset.
• The ability to handle confidential and sensitive information with discretion.
• Experience supporting senior stakeholders in a professional services, corporate or fast-paced business environment.
• Commercial awareness and strong interest in global financial markets, economic developments and political affairs, with an understanding of how external events may affect business priorities and senior stakeholders.
• Confidence working independently while collaborating effectively across teams.
• Confidence using AI-enabled tools to support research, drafting, summarisation, planning and administrative efficiency, with the ability to validate outputs and protect confidential information.

Responsibilities

• Ensure the smooth day-to-day operation of the London office, creating a professional, welcoming and productive workplace environment.
• Act as the primary point of contact for office and facilities-related matters, working closely with building management, contractors and service providers.
• Manage workplace services, office supplies, refreshments, stationery and general office requirements.
• Coordinate maintenance activities, office improvements and workspace planning initiatives.
• Oversee relationships with suppliers, ensuring high-quality service, value for money and timely resolution of issues.
• Maintain office records, documentation and operational processes.
• Support workplace health, safety and compliance activities, ensuring accurate records and adherence to company requirements.
• Coordinate risk assessments, workplace inspections, emergency preparedness activities and training records.
• Manage office security processes, including access control, passes and security administration.
• Monitor cleaning, waste management and workplace maintenance standards.
• Coordinate servicing and maintenance schedules for workplace equipment and facilities.
• Support workplace engagement initiatives and internal events, town halls, meetings and training sessions.
• Help create a positive and collaborative office culture through well-organised workplace experiences and activities.
• Coordinate seasonal initiatives, charitable giving programmes and employee-focused events.
• Support the preparation, formatting and coordination of internal communications, presentations and marketing materials, working with relevant teams to ensure content is accurate, professional and on brand.
• Proactively use approved AI tools to improve the efficiency and quality of administrative, workplace and communication activities, applying sound judgement and checking outputs for accuracy, confidentiality and appropriate use.
• Provide proactive executive assistant support to senior stakeholders, including complex diary management, travel and accommodation bookings, expenses, meeting coordination and preparation of briefing materials.
• Manage complex scheduling across multiple time zones, anticipate conflicts and changing priorities, and ensure leaders are appropriately prepared for meetings and commitments.
• Provide support and cover for the Executive Assistant to the CEO when required, including high-priority and sensitive matters, ensuring excellent attention to detail and confidentiality at all times.
• Line management of two Receptionists, including direction, rotas, cover, development and reception service standard
• Coordinate the workload and scheduling of the Maintenance Operative, ensuring building-related activities are prioritised and completed effectively.
• Support procurement activities, supplier reviews and contract renewals where required.

Skills

Office management

Executive assistant experience

People management

Stakeholder management

Diary management

Travel arrangements

AI tools

Communication skills

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

PowerPoint

Calendar software

Job description

Key Responsibilities

Office & Workplace Management

• Ensure the smooth day-to-day operation of the London office, creating a professional, welcoming and productive workplace environment.
• Act as the primary point of contact for office and facilities-related matters, working closely with building management, contractors and service providers.
• Manage workplace services, office supplies, refreshments, stationery and general office requirements.
• Coordinate maintenance activities, office improvements and workspace planning initiatives.
• Oversee relationships with suppliers, ensuring high-quality service, value for money and timely resolution of issues.
• Maintain office records, documentation and operational processes.

Facilities, Health & Safety

• Support workplace health, safety and compliance activities, ensuring accurate records and adherence to company requirements.
• Coordinate risk assessments, workplace inspections, emergency preparedness activities and training records.
• Manage office security processes, including access control, passes and security administration.
• Monitor cleaning, waste management and workplace maintenance standards.
• Coordinate servicing and maintenance schedules for workplace equipment and facilities.

Team & Employee Experience

• Support the delivery of employee engagement initiatives, internal events, town halls, meetings and training sessions.
• Help create a positive and collaborative office culture through well-organised workplace experiences and activities.
• Coordinate seasonal initiatives, charitable giving programmes and employee-focused events.
• Support the preparation, formatting and coordination of internal communications, presentations and marketing materials, working with relevant teams to ensure content is accurate, professional and on brand.
• Proactively use approved AI tools to improve the efficiency and quality of administrative, workplace and communication activities, applying sound judgement and checking outputs for accuracy, confidentiality and appropriate use.

Executive Assistant Support

• Provide proactive executive assistant support to senior stakeholders, including complex diary management, travel and accommodation bookings, expenses, meeting coordination and preparation of briefing materials.
• Manage complex scheduling across multiple time zones, anticipate conflicts and changing priorities, and ensure leaders are appropriately prepared for meetings and commitments.
• Provide support and cover for the Executive Assistant to the CEO when required, including high-priority and sensitive matters, ensuring excellent attention to detail and confidentiality at all times.

Team Management and Coordination

• Line management of two Receptionists, including direction, rotas, cover, development and reception service standard
• Coordinate the workload and scheduling of the Maintenance Operative, ensuring building-related activities are prioritised and completed effectively.
• Support procurement activities, supplier reviews and contract renewals where required.

About You

We're looking for someone who combines exceptional organisational skills with a customer-focused approach and a willingness to take ownership.

You will have:

• A bachelor's degree or equivalent recognised higher-education qualification.
• Demonstrable experience in office management or workplace operations, combined with hands-on executive assistant experience supporting senior leaders in a fast-paced corporate environment.
• Strong organisational and prioritisation skills, with the ability to manage multiple responsibilities simultaneously.
• Previous people-management or supervisory experience, with the ability to lead, support and develop two Receptionists and manage day-to-day team coverage as well as management of a maintenance operative
• Experience working with suppliers, contractors and external service providers.
• Experience helping to create, format or coordinate presentations, internal communications and marketing materials, with strong written and visual attention to detail.
• An understanding of workplace health and safety and office operations.
• Excellent communication and stakeholder management skills.
• Strong attention to detail and a practical, solutions-focused mindset.
• The ability to handle confidential and sensitive information with discretion.
• Experience supporting senior stakeholders in a professional services, corporate or fast-paced business environment.
• Commercial awareness and strong interest in global financial markets, economic developments and political affairs, with an understanding of how external events may affect business priorities and senior stakeholders.
• Confidence working independently while collaborating effectively across teams.
• Confidence using AI-enabled tools to support research, drafting, summarisation, planning and administrative efficiency, with the ability to validate outputs and protect confidential information.

What's Important to Us

• Proactive and resourceful.
• Professional, approachable and credible.
• Calm under pressure and adaptable to changing priorities.
• Service-oriented with a genuine desire to help others succeed.
• Highly dependable and trusted to deliver.
• Comfortable working with people at all levels of the organisation.

What We Offer

At Argus, you'll join a global organisation where your contribution is visible and valued. We invest in our people and provide opportunities to develop, grow and build a long-term career.

Benefits Include:

• Competitive salary
• Annual company bonus
• Hybrid working (4 days per week in the office)
• 25 days' holiday, increasing to 30 days with service
• Pension scheme
• Private healthcare
• Life assurance
• Subsidised gym membership
• Season ticket loan
• Cycle to Work scheme
• Flexible benefits platform
• Extensive learning and development opportunities
• A collaborative, international working environment