Executive Personal Assistant & Office Operations Manager

ST James Facilities; City Of London; On-site; GBP 35,000 - 48,000; Full time

Job summary

ST James Facilities is seeking a capable PA/Office Manager for Head Office to streamline day-to-day operations and support senior leadership. You will handle complex diary management, meeting coordination, minute-taking, and travel arrangements while helping to create a professional, productive office environment.

The role requires proactive administration, relationship-building across all levels, and a commitment to ISO standards.

Qualifications

• Excellent organisational skills and ability to juggle multiple priorities.
• Experience with diary management for senior leaders.
• Discretion and professionalism handling confidential matters.
• Strong MS Office skills and proficient administrative support.

Responsibilities

• Manage all incoming and outgoing deliveries and mail for the office.
• Procure and manage stationery and office supplies to prevent stockouts.
• Maintain equipment lists for staff (phones, laptops, etc.).
• Coordinate with cleaning staff, IT, and contractors.
• Complex diary management for MD and Operations Director.
• Meet visitors and connect them with relevant colleagues.
• Manage and coordinate meeting rooms.
• Minuting meetings and sharing updates with staff.
• Coordinate travel and detailed itineraries.
• Handle monthly expenses and ad hoc admin tasks.
• Provide high-level admin support to senior leadership, including exec packs.
• Anticipate leaders' needs and manage priorities efficiently.
• Support SMT and Business Review meetings, including PP slide preparation.
• Assist events planner with company events (breakfasts, lunches, parties).
• Maintain good relationships with colleagues, clients, and suppliers.
• Carry out other duties to support business operations.
• Adhere to St James policies and ISO 9001/14001.

Skills

Office management

Diary management

Executive support

Relationship building

MS Office

Tools

Microsoft Office

Job description

ST James Facilities is seeking a capable PA/Office Manager for Head Office to streamline day-to-day operations and support senior leadership. You will handle complex diary management, meeting coordination, minute-taking, and travel arrangements while helping to create a professional, productive office environment.

The role requires proactive administration, relationship-building across all levels, and a commitment to ISO standards.