Operations & Administration Manager Job

Greycoat Lumleys; Greater London; On-site; GBP 35,000 - 55,000; Full time

Job summary

Greycoat Lumleys is seeking an Operations & Administration Manager in London to own day-to-day management and administration across the business. The role requires coordinating weekly, monthly and quarterly meetings, maintaining trackers, and ensuring reporting deadlines are met.

You will work closely with senior management across multiple international locations and handle competing priorities with proactivity and discretion.

Qualifications

• Bachelor’s degree or equivalent qualification required.
• Experience in operations, business management, administration, executive support or project management.
• Experience with private equity, investment, financial services or professional services is advantageous.
• Experience working with senior management or partners and managing reporting cycles.

Responsibilities

• Manage weekly, monthly and quarterly management meeting cycles.
• Prepare agendas, packs, minutes and action points for meetings.
• Maintain trackers and ensure actions are followed up.
• Coordinate communication between senior management and international teams.
• Produce regular management reports and updates and meet reporting deadlines.
• Support day-to-day operational priorities and project initiatives.

Skills

Organised

Detail-oriented

Deadline-driven

Multitasking

Communicator

Cross-cultural awareness

Proactive

Discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Google Workspace

Job description

Operations & Administration Manager

Location: London
Reports to: Senior Management

The Role

We are looking for a highly organised and proactive Operations & Administration Manager to take ownership of the day-to-day management and administration of the business.

You will be responsible for keeping the firm's management rhythm on track, coordinating weekly, monthly and quarterly meetings, maintaining trackers and records, following up on actions and ensuring reporting deadlines are met.

This is a hands-on role working closely with senior management and teams across multiple international locations. You will need to be confident managing competing priorities, following up with senior stakeholders and making sure agreed actions are completed on time.

The ideal candidate will have experience within private equity, investment, financial services or professional services, although candidates from other fast-paced and highly organised environments will also be considered.

Key Responsibilities

• Manage the weekly, monthly and quarterly management meeting cycle.
• Prepare agendas, meeting packs, minutes and action points.
• Maintain company trackers and ensure actions are followed up.
• Manage reporting deadlines and hold stakeholders accountable for delivering on time.
• Maintain accurate company records, filing and documentation.
• Coordinate communication between senior management and international teams.
• Prepare regular management reports and updates.
• Coordinate travel, meetings and other business administration where required.
• Support senior management with day-to-day operational priorities.
• Identify gaps or delays and proactively follow up to keep things moving.
• Improve administrative processes and introduce better ways of working where needed.
• Support projects and business initiatives from planning through to delivery.

About You

We are looking for someone who is:

• Exceptionally organised and detail-oriented.
• Comfortable working closely with senior executives and holding them to deadlines.
• Proactive, reliable and able to work independently.
• Highly structured and able to manage multiple priorities.
• A strong communicator with excellent written and verbal English.
• Comfortable working across different countries, cultures and time zones.
• Confident managing meetings, actions, reporting and documentation.
• Practical and hands-on, with a willingness to take ownership and get things done.
• Discreet and comfortable handling confidential information.
• Able to work in a fast-paced, entrepreneurial environment.

Experience & Qualifications

• Bachelor's degree or equivalent qualification.
• Previous experience in operations, business management, administration, executive support or project management.
• Experience within private equity, investment, financial services, fund management or professional services would be highly advantageous.
• Experience working closely with senior management or partners.
• Strong experience managing reporting cycles, meetings, trackers and deadlines.
• Excellent organisational and time-management skills.
• Strong Microsoft Office / Google Workspace skills.
• Experience working across international teams is advantageous.
• Portuguese and/or French language skills would be an advantage.