Executive Assistant / Office Manager

OutSystems; City of Westminster; Hybrid; GBP 70,000 - 110,000; Full time

Benefits offered by this job

Hybrid working model (London)

Private medical & benefits package

Office culture and team events

Discretionary performance bonuses

Job summary

OutSystems is seeking an executive assistant and office manager to support the VP Sales EMEA in London. The role blends high-level administrative duties with hands‑on office operations, culture initiatives, and facilities oversight.

You will coordinate complex calendars, manage international travel, prepare materials, and handle confidential communications with discretion.

Qualifications

• 10+ years in a Senior EA role, preferably in a fast-paced tech or SaaS company.
• Expert-level proficiency in Google Workspace / MS Office 365, Slack, Zoom, and modern expense tools.
• Outstanding verbal and written English communication; able to interact with senior leadership.
• Strong calendar and travel management experience with discretion and prioritisation skills.

Responsibilities

• Manage complex calendars, cross-time-zone meetings, and resolve scheduling conflicts.
• Coordinate international and domestic travel itineraries, visas, and transport.
• Prepare agendas, briefing materials, and presentations with action follow-ups.
• Oversee London office operations, vendor contacts, budgets, and onboarding with People Ops.
• Plan team events, offsites, and client hospitality while ensuring health and safety compliance.

Skills

Executive communication

Time management

Proactive problem solving

Self-directed

Highly organised

Tools

Google Workspace

MS Office 365

Slack

Zoom

Expense tools

Job description

We are looking for a proactive, highly organised Executive Assistant & Office Manager to keep our London operations running smoothly. In this dual role, you will provide high-level executive support to the VP Sales EMEA while overseeing day-to-day office management, facility operations, and team culture initiatives. You will act as the operational pulse of the London office, balancing strategic calendar management with creating a welcoming workplace environment., Executive Assistance

Responsibilities

• Manage complex calendars, schedule cross-time-zone meetings, and proactively resolve scheduling conflicts for the VP Sales, EMEA.
• Coordinate complex international and domestic travel itineraries, including flights, accommodation, visas, and ground transport.
• Prepare meeting agendas, briefing materials, and presentations, while tracking follow-up actions for key leadership syncs.
• Handle confidential communications, report preparation, and expense processing with complete discretion.

Office Management & Facilities

• Oversee daily operations of the London office, maintaining a clean, professional, and efficient working environment.
• Serve as the primary point of contact for building management, external vendors, landlords, and maintenance contractors.
• Manage office budgets, order supplies, negotiate vendor contracts, and track facilities expenses.
• Partner with People Ops to facilitate seamless local onboarding for new hires (desk setup, access badges, welcome packs).
• Plan and execute team events, offsites, quarterly celebrations, and client hospitality functions.
• Ensure workplace health and safety compliance in line with UK regulations.

Requirements

• 10+ years in a Senior EA position preferably within a fast-paced tech or SaaS company with office management experience also desirable.
• Expert-level proficiency in Google Workspace / MS Office 365, Slack, Zoom, and modern expense tools.
• Outstanding verbal and written English communication skills; comfortable interacting with senior leadership.
• Exceptional time management with a proven ability to prioritise tasks in a high-growth environment.
• Self-directed, highly adaptable, proactive problem solver with strong attention to detail.

About OutSystems

OutSystems is a leading AI Development Platform built for the enterprise. Global organizations trust OutSystems to rapidly build mission-critical apps and agents, modernize legacy processes with agentic systems, and govern their entire AI portfolio across complex regulatory environments, all on one unified platform. While AI has opened the door to extraordinary possibilities, most large organizations find themselves stuck on one side of the 'enterprise gap' because AI by itself doesn't solve their complex use cases and business challenges. OutSystems bridges the 'enterprise gap' by combining the speed of generative AI with a deterministic, enterprise-grade framework. We provide the tools for teams of any size to deliver high-quality, reliable AI solutions that drive real business impact. We are looking for passionate, talented, and motivated people to join us as we empower organizations to build, deploy, and scale the next generation of enterprise software. While we are leading the charge into the agentic era, our mission is broader: we are the platform enterprise leaders trust to evolve their entire business, accelerating innovation through secure, governed human-AI collaboration. OutSystems is a global company, with more than 900k developer community members, 1,700 employees, more than 600 partners, and thousands of active customers in over 75 countries and across 21 industries. Founded in 2001, OutSystems now has offices in the United States, United Kingdom, the Netherlands, Portugal, Germany, the UAE, Japan, Hong Kong, Malaysia, Australia, India, and Singapore, and includes a thriving, worldwide community of remote employees. Our customers are some of the world's most recognizable brands across diverse industries- such as Toyota, Heineken, Bosch, KeyBank, and UCLA - who trust OutSystems to deliver ROI and transformational impact. Consistently recognized as a leader by top analyst firms Gartner, IDC and Forrester, OutSystems continues to shape the future of enterprise software development in the agentic era. We are proud to be named a leader in more than 100 categories on G2, including #1 in Customer Satisfaction in Enterprise Low Code Development, and most recently as a leader in AI Agent Building in the G2 Spring 2026 Reports.

Our Culture

Working at OutSystems Our culture is built on our core values of Trust, Customer Success, Innovation, and Alignment. We operate as one global OutSystems team, taking ownership to pursue our vision of being the AI platform enterprise leaders trust to build, secure, and evolve their most critical applications and systems.

OutSystems nurtures an inclusive culture where talented individuals from all backgrounds are empowered to learn, experiment and make an impact. We believe that driving our next phase of growth requires the radical creativity that only comes from diverse perspectives. We are committed to building a team as global and diverse as the organizations we serve, ensuring every individual can perform to their full potential. As an equal opportunity employer, all qualified applicants receive equal consideration regardless of race, origin, religion, sex, sexual orientation, gender identity, disability, veteran status, or any other protected status.

Why Join Us

• A company at the vanguard of the agentic revolution, where we don't just react to AI innovation - we architect it. Joining OutSystems means stepping onto a high-growth rocket ship that combines the fearless agility of a startup with the sophisticated, global foundation of an enterprise powerhouse.
• Real growth opportunities. We don't just talk about development; we invest in it through structured programs designed to scale your expertise. Whether you are aiming for vertical progression, exploring lateral moves into new domains, or mastering specialized AI skills through our Professional Development Fund and Internal Mobility Program, we provide the resources to get you there.
• A global collective of world-class talent, where you'll collaborate with enterprise software legends and sought-after thought leaders. At OutSystems, our industry experts aren't just visionaries - they are accessible, approachable mentors who are deeply invested in your growth as we architect the agentic future together.

Benefits

• Competitive base salary with performance-based bonuses.
• Comprehensive benefits package (private medical, dental, life assurance, pension match).
• Hybrid working model (typically 3 days a week in the London office).
• Vibrant office culture with fully stocked kitchens, team lunches, and regular social events.