Office Experience Manager & Executive Assistant

SEEN Group; Greater London; On-site; GBP 52,000 - 76,000; Full time

Job summary

SEEN Group, a fast-growing marketing agency, seeks an Office Experience Manager & Executive Assistant to oversee the London office, support the CEO, and elevate client and visitor experiences. You will manage operations, partnerships with suppliers, and travel arrangements while harnessing AI tools to streamline workflows.

The role requires exceptional organisation, proactive problem solving, and discretion when handling confidential information.

Qualifications

• Highly organised with outstanding attention to detail.
• Proactive and solutions-focused.
• Experienced in supporting senior stakeholders.
• Discreet and trusted with confidential information.
• Comfortable using AI and modern productivity tools.
• Willing to take ownership in a fast-paced environment.

Responsibilities

• Oversee day-to-day operations of the London office to ensure a welcoming, professional environment.
• Deliver a premium workplace experience for employees, clients and visitors.
• Build strong relationships with building management, suppliers and workplace partners.
• Manage meeting rooms and collaboration spaces to be presentation-ready.
• Coordinate Health & Safety activities and office services.
• Provide proactive executive support to the CEO, including diary management and travel.
• Prepare presentations, reports and materials for leadership meetings and events.
• Leverage AI tools to streamline admin tasks and improve efficiency.

Skills

Exceptional organisation

Executive support

Diary management

Travel coordination

Relationship management

Communication

AI tools

Microsoft 365

Discretion

Calm under pressure

Tools

Microsoft 365

Copilot/Claude AI tools

Job description

ROLE: Office Experience Manager & Executive Assistant

REPORTING TO: Chief Executive Officer

Role Overview:

SEEN Group is an award-winning integrated marketing agency creating culture-shaping work for some of the world's most recognised beauty, lifestyle and consumer brands. Bringing together influencer marketing, PR, social commerce, talent and communications, we help brands earn attention where culture is created.

We are an ambitious, fast-growing business with teams across the UK, EU, and US. As we continue to scale, we're investing in our people, our technology and the experience we create for both our employees and our clients.

The Office Experience Manager & Executive Assistant role sits at the heart of the business, bringing together office operations, hospitality, executive support and operational excellence to create an exceptional experience for our people, clients and visitors. You'll become a trusted partner to our leadership team and an ambassador for the SEEN Group experience, shaping how our people, clients and partners experience our business every day.

You'll be highly organised, naturally service-oriented and excited by using AI and technology to improve efficiency, eliminate low-value administration and continuously elevate the way we work.

Office Experience and Operations

• Own the day-to-day running of our London office, ensuring it is welcoming, professional and exceptionally organised.
• Deliver a premium workplace experience for employees, clients and visitors alike.
• Create an environment that reflects the SEEN Group brand and enables our people to do their best work.
• Build strong relationships with building management, suppliers and workplace partners.
• Ensure meeting rooms, collaboration spaces and communal areas are always presentation-ready and support the teams in facilitating this.
• Manage office supplies, workplace services and facilities.
• Coordinate office Health & Safety activities.

Client & Visitor Experience

Every interaction with SEEN should feel thoughtful, seamless and memorable.

• Create tailored client experiences that reflect the importance of every meeting.
• Coordinate hospitality, catering and meeting environments.
• Partner with internal teams to deliver exceptional client experiences from arrival through to departure.
• Continuously identify opportunities to enhance how clients and visitors experience SEEN Group
• Ensure every visitor leaves with an experience that reflects the professionalism, creativity and culture of SEEN Group.

Executive Support

You'll be the person the CEO relies on to keep everything moving, and you'll do it because you care about the outcome, not because it's on a list. This role suits someone who takes real satisfaction in making someone else's working life run better.

• Provide proactive support to the CEO, anticipating what's needed and removing friction before it reaches her.
• Manage the diary with judgement, not just availability. Understand what actually matters in a given week, protect the time that needs protecting, and flag where the schedule isn't workable.
• Coordinate UK and international travel with genuine thought for how the trip will feel to do, not just whether the bookings connect.
• Handle work and personal arrangements with the same standard of care, understanding that family and personal commitments are not lower priority than business ones.
• Notice when the pressure is on and adjust without being asked. Reschedule, absorb, buy time.
• Prepare presentations, reports and meeting materials to a standard that needs no rework.
• Coordinate leadership and business events and off-sites.
• Support confidential business projects with complete discretion.
• Be reliably calm, willing and unflappable when plans change late, which they will.
• Leverage AI and modern productivity tools to keep the administrative load low and the quality high.

We're looking for someone who embraces AI and emerging technology, using modern tools to automate routine administration, improve workflows and create more time for work that genuinely adds value.

You’ll thrive in this role if you are:

• Exceptionally organised with outstanding attention to detail.
• Naturally proactive and solutions-focused.
• Genuinely invested in the people you support, and motivated by seeing them do well rather than by recognition for your own part in it.
• Willing, in the truest sense. Nothing is beneath you and nothing is someone else's job.
• Emotionally intelligent enough to read a room, a tone or a bad week, and respond to it.
• Highly accountable and comfortable taking ownership.
• Professional, discreet and trusted with confidential information.
• Calm under pressure and able to prioritise competing priorities.
• Comfortable working with senior stakeholders.
• Passionate about creating exceptional workplace and client experiences.
• Confident using Microsoft 365, AI tools (such as Copilot or Claude) and presentation software to improve productivity and quality.
• Adaptable and energised by a fast-paced environment.

SEEN Group Values: Creativity | Positivity | Inclusivity | Excellence