Office Manager & Executive Assistant

D&AD; London; On-site; GBP 28,000 - 36,000; Full time

Job summary

A leading company in Shoreditch is seeking an Office Manager & Executive Assistant to ensure smooth operations and provide administrative support across teams. The role involves managing office facilities, assisting in events, and supporting executive functions. Ideal candidates will have strong communication skills, attention to detail, and experience in office management. Flexibility in working hours is required for events.

Qualifications

• Experience in office/facilities management and events.
• Knowledge of health and safety (desirable).

Responsibilities

• Ensure smooth operation of the head office and assist in events.
• Provide administrative support to all teams and executive support to CEO/COO.
• Manage office supplies, maintenance, and health and safety compliance.

Skills

Customer service

Communication

Attention to detail

Flexibility

Proficiency with Google Suite

Ability to prioritize tasks

Tools

Database systems

Job description

Job Description

Job title: Office Manager & Executive Assistant

Report to: Finance Director

Location: E2 London Shoreditch Office based role

Salary: £28-£36k depending on experience

Working hours: 9:30 am to 5:30 pm Monday to Friday. Flexibility required for events and meetings, with time off given accordingly.

Purpose of the job

To ensure the smooth operation of our head office, assist in events, provide administrative support to all teams within D&AD, and perform executive assistant duties for the CEO/COO and directors as needed.

Key Duties and Responsibilities

1. Office Management
2. Deliver excellent customer experience at reception and events.
3. Maintain high standards of the premises, ensuring cleanliness and tidiness; suggest improvements.
4. Manage opening/closing procedures, including alarm systems.
5. Conduct building walks to check for hazards or damages.
6. Meet and greet guests, handle enquiries, and ensure reception is staffed.
7. Arrange refreshments, transportation, and equipment removals.
8. Stock and order office supplies, including kitchen, stationery, food, and beverages.
9. Coordinate courier, taxi, and travel arrangements.
10. Supervise building maintenance and liaise with contractors.
11. Manage incoming post and deliveries efficiently.
12. Oversee third-party service providers (cleaners, suppliers, security, etc.).
13. Manage company property, IT resources, and office equipment.
14. Support procurement processes and negotiate with suppliers.
15. Ensure health and safety compliance, including fire safety and first aid.
16. Coordinate meetings, including booking rooms and refreshments.
17. Provide administrative support across departments and maintain databases.

Event Management

1. Assist in organizing D&AD events, including logistics, catering, and equipment.
2. Manage event space bookings from sales to delivery.
3. Coordinate marketing, stakeholder communication, and post-event reporting.

Executive Support

1. Manage calendars and emails for the CEO/COO.
2. Book travel and undertake research for business trips.
3. Distribute meeting minutes.

Skills and Experience

• Experience in office/facilities management and events.
• Customer service experience.
• Flexible working hours.
• Excellent communication skills.
• Attention to detail.
• Proficiency with Google Suite.
• Knowledge of health and safety (desirable).
• Ability to prioritize tasks.
• Experience with database systems like Horizon or Monday.

We are committed to diversity, inclusion, and respect. Please contact us if reasonable adjustments are needed during recruitment.

Applicants must provide proof of eligibility to work in the UK.

We will contact only shortlisted candidates. If you do not hear within three weeks, your application was not successful. View our privacy statement on the D&AD careers page.