Office Manager United Kingdom

Brain Labs Digital LTD.; Greater London; Hybrid; GBP 32,000 - 45,000; Full time

Job summary

Brainlabs is looking for an Office Manager to ensure our London office runs smoothly while supporting the CEO and senior leadership. You’ll manage facilities, coordinate with suppliers, and help build a vibrant, AI-enabled workplace culture.

We value hands-on, proactive problem solving, strong organizational skills, and discretion in handling sensitive information. This role combines operational excellence with opportunities to shape our office experience at Brainlabs.

Qualifications

• Experience managing an office space and day-to-day tasks.
• Highly organized with ability to manage two priorities without dropping either.
• Experience in an administrative role, supporting a senior leader with diary management.
• Comfortable using AI and technology to improve efficiency.

Responsibilities

• Ensure smooth running of London Office and support the CEO and senior leadership.
• Coordinate with office team, manage suppliers and facilities.
• Manage diaries and book meetings and travel as needed.
• Plan exec team socials and events, budget and bookings.
• Utilize AI to streamline office tasks and workflows.

Skills

Office management experience

Highly organized

Administrative experience

Diary management

Project work

Discretion with sensitive information

AI/technology efficiency

Job description

Brainlabs is the independent, founder-led agency building the future of media. We have over 1000 Brainlabbers based across the global, all united through the 12 principles laid out in our Culture Code. We're full-service, with people and AI agents working side by side, all aligned to one thing: maximizing our clients' revenue through a genuinely scientific approach to media. If you want to help play your part in achieving this for the world's biggest brands in an environment that will support and challenge you in equal measure, this is where you do it.

If you're keen on making the office somewhere that people can do the best work of their career, this opportunity is for you!

What you'll do

We're on the lookout for an Office Manager whose purpose is all about ensuring our spaces run smoothly and efficiently. You'll spend your time working across two areas:

• Ensuring the smooth running of our London Office (we expect the majority of your time will be spent here)
• Supporting our CEO and senior leadership team

Office Management

• Work alongside the Office Coordinator and Kitchen team to keep the office running smoothly and make it a great place to be
• Spot opportunities to improve the space and get the most from it, rather than waiting to be told something isn't working
• Bring Brainlabbers together through socials and events, building a sense of community beyond the desk
• Keep the office safe and legally compliant, staying on top of the rules that apply
• Manage suppliers like cleaning and facilities, checking their work meets standard
• Manage diaries proactively, spotting clashes before they happen and booking hard to schedule meetings and ad-hoc travel when it's needed
• Supporting the CEO with booking external meetings and everything that might include, like finding locations.
• Plan and facilitate exec team socials, from budget to bookings
• Continually finding opportunities to utilise AI to better manage these tasks

Who we're looking for

• You'll have experience managing an office space and dealing with the day to day tasks that brings
• Highly organised and comfortable juggling two different sets of priorities without dropping either
• Experience in an administrative role, ideally supporting a senior leader with diary management and project work
• Solutions-focused, taking ownership and driving progress rather than waiting to be asked
• Calm under pressure, with the time-management skills to manage competing priorities without missing a beat
• Hands-on and impact-driven, this isn't a role for someone who wants to stay behind a screen all day
• Keen on maximising the use of AI and technology to make you as efficient as possible
• Comfortable handling sensitive information with discretion

How you'll succeed in this role

Radiators not Drains - You bring the energy to opportunities, thinking about what's possible rather than what's broken - whether that's an opportunity to improve the office space or scheduling a really challenging meeting.

Big Lever Bias - You're solutions-focused and proactive, whether that's solving a scheduling clash or a supplier issue in the office. You don't wait, you make it happen.

Stack the Odds - You can prioritise across two different sets of demands, working out what will make the biggest difference to the CEO and to the wider office on any given day.

Raise the Bar - You take full ownership of what's in front of you, whether that's the CEO's diary or the office environment, making confident calls based on experience and what's best for the business.

What happens next?

We know searching for a job is tough and that you want to find the best career and employer for you. We also want to ensure that this position is the best fit for both you and us. Therefore, you will participate in a comprehensive interview process that includes skills interviews with our team. The goal of this process is to allow you to get to know us as we learn more about you.

A note on our offices:

We pride ourselves in being a company with an office-centric culture and, for the majority of roles we expect people to be in commuting distance of the office and come in for around 3 days per week.

Brainlabs actively seeks and encourages applications from candidates with diverse backgrounds and identities. We are proud to be an equal opportunity workplace: we are committed to equal opportunity for all applicants and employees regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion, or belief, and marriage and civil partnerships. If you have a disability or special need that requires accommodation during the application process, please let us know!

If a fellow Brainlabber let you know about this position, please let us know who they are.