Office Manager and Executive Assistant

Holtzbrinck; Greater London; Hybrid; GBP 40,000 - 56,000; Full time

Job summary

Digital Science seeks an experienced Executive Assistant to deliver comprehensive administrative support to Europe-based Management Board members and the Executive team. The role includes calendar management, meeting coordination, and UK travel arrangements, with primary responsibility for London office operations and facilities coordination.

As the main operational contact for the London workspace, you will liaise with PanMac Facilities, Reception, and Security, ensure health and safety

Qualifications

• Experience providing executive-level support to C-suite executives or senior leadership.
• Experience overseeing daily office operations and coordinating with external vendors.
• Familiarity with AI productivity tools to scale executive support and improve workflows.

Responsibilities

• Executive support: manage calendars, meetings, and priority scheduling for European Management Board and Executive Team.
• Travel and expense management for Europe-based leaders, including flights, accommodation, visas, itineraries, and Concur reconciliations.
• Coordinate cross-functional alignment with CEO’s office for smooth global executive support.
• Office management: lead London office operations, inductions, access, and facilities liaison (PanMac, Reception, Security).
• Health & safety administration for the London office and compliance documentation.
• Plan and coordinate events and trainings, including logistics and venue coordination.
• Operational support: assist with internal comms and cross-functional workflows; handle ad hoc requests for the SVP Operations.

Skills

Executive support

Office coordination

Vendor coordination

AI productivity tools

Calendar management

Travel support

Education

Executive support qualification

Tools

Concur

AI tools

Job description

We are Digital Science and we are advancing the research ecosystem. We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team. Do you want to join us in achieving our vision?

We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team. Want to join us?

Your new role
To deliver comprehensive administrative and executive assistance to Europe-based Management Board members and Executive team colleagues, providing proactive calendar management, meeting coordination, and travel support. In addition, the role provides essential office management and facilities coordination for Digital Science's London office in Farringdon, maintaining a safe, efficient, and welcoming operational environment.
Acting as a key liaison for senior leadership, visiting staff, and external guests, this role works in close alignment with the Executive Assistant to the CEO to ensure smooth cross-functional coordination. As the primary operational contact for the London workspace, the role oversees day-to-day site operations, manages the relationship with external facilities partners (PanMac Facilities, Reception, and Security), health and safety compliance, internal events, and cross-functional administrative workflows.
This is a hybrid role, with a minimum of 3 days per week in our London office.
Please note - due to business need, we can only accept applications from candidates who reside in the UK, where we have an established legal entity. If you apply from outside of this area, your application will not be considered.

We may close this position early if we receive a high volume of applications, so we encourage you to apply promptly.

What you’ll be doing

Executive Support

• Management Board & Executive Support: Deliver primary, high-level administrative assistance to European Management Board and Executive Team members, including proactive calendar management, scheduling, and priority meeting coordination.
• Travel & Expense Management: Coordinating end-to-end travel logistics for Europe-based Management Board members, including flights, accommodation, visa applications, comprehensive itineraries, and expense reconciliation in Concur.
• Executive Alignment & Collaboration: Collaborating closely with the Executive Assistant to the CEO to ensure seamless cross-functional alignment and coordination across global executive support teams.

Office Management

• Office Management & Facilities: Overseeing day-to-day London office operations, including employee inductions, building access, collecting and scanning post, maintaining office supplies/first aid kits, and
  improving the office environment. Acting as the primary Digital Science contact for PanMac Facilities, Reception, and Security.
• Health & Safety Compliance: Coordinating local Health & Safety administration across the London office, ensuring designated fire marshals and first aiders are trained, maintaining H&S documentation, and assisting Operations with compliance modules on the learning platform.
• Events & Logistics: Organising London office events (e.g., social gatherings, leaving celebrations, seasonal events) and assisting with logistics, hotel bookings, and venue coordination for in-house training courses.

Operational Support

• Operational Support: Assisting the Operations team with administrative projects, internal communication flows, and leveraging standard productivity tools to support cross-functional workflows.
• Ad Hoc Requests: Projects or analysis that the SVP Operations might request from time to time.

What you’ll bring to the role

Experience

• Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
• Experience overseeing daily office operations, facility management, and coordinating with external vendors and building services.
• Relevant experience in leveraging AI productivity tools to scale executive support and optimise operational workflows is desired, but not essential as training will be provided.

Skills

• Friendly, enthusiastic, reliable, and process-oriented with strong organisational capabilities.
• Exceptional verbal and written communication skills across phone, email, and in-person interactions.
• Strong problem-solving, out-of-the-box thinking, and technical/data skills with meticulous attention to detail.
• Ability to work independently, think proactively, prioritise workload, and work calmly under pressure.
• Absolute discretion and confidentiality when handling sensitive company information.
• Ability to form new professional relationships throughout an organisation.

Qualifications

• Executive support / administrative qualification and/or relevant experience is preferred.

We're looking for people who are naturally curious about AI and comfortable exploring how it can improve the way we work — you don't need to be an AI expert, but an openness to experiment and adapt is important to us. Don't worry if you don't meet every qualification—let us be the judge! Studies show that many qualified candidates from under-represented groups hesitate to apply unless they meet every single requirement. We are dedicated to building a diverse and inclusive team and strongly encourage you to submit your application.

Living our Values

We invest in, nurture and support innovative businesses and technologies that make all parts of the research process more open, efficient and effective.

The talent we secure is fundamental to us achieving our vision and our growth plans. The values we live by are:

We are brave in the pursuit of better

We are collaborative and inclusive

We are always open-minded

We are from and for the community
At Digital Science, our vision is to see research flow seamlessly – trusted, collaborative, and accessible – fueling breakthroughs that push humanity forward. This ambitious mission is one we achieve together, by enabling open, collaborative, inclusive research.

We firmly believe that to truly innovate and solve the complex challenges faced by our customers, from researchers and universities to funders and publishers, we need diverse perspectives, experiences, and ideas. A rich mix of voices drives quality insights, fosters enhanced collaboration, and ultimately pushes knowledge forward more effectively.

As an equal opportunity employer, we are committed to building and nurturing a workplace where every individual feels valued and belongs. All applicants will be considered for employment without attention to race, colour, religion, age, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Beyond recruitment, we strive to cultivate an environment where inclusivity is woven into the fabric of our culture, enabling everyone to be their best self and do their best work.

We are looking forward to your speculative application.