Executive Assistant to CEO & Office Manager

Bain and Gray; Greater London; Hybrid; GBP 40,000 - 60,000; Full time

Benefits offered by this job

20 days annual leave

Discretionary bonus

Hybrid working with one day from home

Pet-friendly office

Job summary

Bain and Gray is seeking an Executive Assistant to the CEO and Office Manager to support a dynamic, creative team of around 20. You will provide dedicated CEO support and oversee daily office operations, combining 80% EA duties with 20% office management. The role offers a chance to take ownership and shape the role in a growing firm.

The successful candidate will be polished, highly organised, autonomous, and capable of managing diary, travel, and communications with discretion.

Qualifications

• You will be a polished, confident, and highly organised PA/EA with exceptional attention to detail.
• Experience within a smaller business, combining PA/EA support with Office Management would be particularly valuable.
• You must be proactive and comfortable working autonomously.

Responsibilities

• Extensive diary and calendar management for the CEO.
• Coordinating complex international travel across Europe, the Middle East, USA and beyond.
• Managing visas, itineraries and changing travel arrangements.
• Inbox and email management.
• Anticipating priorities and ensuring the CEO is always prepared.
• Acting as a confident gatekeeper and key point of contact.
• Meeting and greeting clients and visitors.
• Managing incoming calls and general company enquiries.
• Overseeing the smooth day-to-day running of the office.
• Supporting the wider team with ad hoc administrative requirements.

Job description

Executive Assistant to CEO & Office Manager

Working within a young, social, and creative team of around 20 people, this is a brilliant opportunity for an ambitious EA looking to step up and take real ownership of their role. You will primarily provide dedicated support to the CEO, alongside overseeing the smooth day-to-day running of the office.

The Role

Approximately 80% EA support / 20% Office Management; responsibilities will include:

• Extensive diary and calendar management for the CEO
• Coordinating complex international travel across Europe, the Middle East, USA and beyond
• Managing visas, itineraries and changing travel arrangements
• Inbox and email management
• Anticipating priorities and ensuring the CEO is always prepared
• Acting as a confident gatekeeper and key point of contact
• Meeting and greeting clients and visitors
• Managing incoming calls and general company enquiries
• Overseeing the smooth day-to-day running of the office
• Supporting the wider team with ad hoc administrative requirements

The CEO travels internationally around twice a month and has high standards, so this role needs someone who can think ahead, use their initiative, and confidently make decisions. The successful candidate will take ownership of the detail, allowing the CEO to focus on business development, clients, and the continued growth of the firm.

Who Are We Looking For?

• You will be a polished, confident, and highly organised PA/EA with exceptional attention to detail. This could be a fantastic second-job opportunity for someone with a few years of experience who is ready for greater responsibility.
• Experience within a smaller business, combining PA/EA support with Office Management, would be particularly valuable. Candidates with OMBS or Quest training would also work well, although this is not essential.
• You must be proactive and comfortable working autonomously rather than waiting for direction. Previous luxury or interior design experience isn't required, and the firm is open on sector backgrounds.

French-speaking would be a bonus but is not essential.

• This is a young, sociable, and welcoming team with a fantastic culture. The benefits include 20 days' annual leave plus three additional days between Christmas and New Year, an extra day's holiday for every two years of service, a discretionary bonus and hybrid working with one day from home.
• The office is pet-friendly, the fridge is always stocked with complimentary drinks, and the team regularly enjoys pub trips, karaoke and exciting industry client events. There is also an early 4:30 pm Friday finish once a month, with the opportunity to work from abroad once you have been with the business for a qualifying period.

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