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Executive Assistant & Office Manager
Reporting to: Partners
About Index Launch Capital
Index Launch Capital partners with ambitious entrepreneurs to build and scale successful businesses. Our portfolio currently includes ten brands, each with its own leadership, priorities and operational requirements. We provide our partners with the funding, infrastructure and support needed to launch and grow their businesses.
We are looking for a highly organised Executive Assistant and Office Manager to support our partners, portfolio companies and wider office.
The Role
This is an exciting opportunity for someone with at least two years of professional experience who wants to build a career in a fast-moving, entrepreneurial environment.
You will help manage the partners’ diaries, coordinate activity across our ten brands and ensure the day-to-day running of the office. You will also help track actions, arrange meetings, prepare information and make sure important tasks are completed.
You do not need previous investment experience. We are looking for someone who is bright, dependable, organised and eager to learn.
Key Responsibilities
Executive Support
- Manage diaries, appointments and meeting schedules for the partners.
- Arrange travel, accommodation and itineraries when required.
- Organise meetings and prepare agendas and relevant documents.
- Take clear meeting notes and maintain action lists.
- Follow up with colleagues to ensure agreed actions are completed.
- Help partners prioritise requests and manage competing commitments.
- Prepare documents, presentations and basic reports.
- Handle confidential information with professionalism and discretion.
Portfolio Coordination
- Help coordinate communication across ten portfolio brands.
- Maintain calendars of important meetings, deadlines and events.
- Arrange meetings between the partners, founders and wider teams.
- Keep accurate records of key actions and decisions.
- Follow up with founders and colleagues on outstanding tasks.
- Help organise portfolio reviews, planning sessions and company updates.
- Support the onboarding of new founders and portfolio businesses.
- Maintain shared documents, trackers and administrative systems.
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Office Management
- Help ensure the office remains organised, professional and welcoming.
- Manage office supplies, deliveries and general workplace requirements.
- Coordinate meeting rooms, visitors and office access.
- Liaise with suppliers, contractors and service providers.
- Report and follow up on facilities or maintenance issues.
- Process office invoices and keep accurate expenditure records.
- Support new starter onboarding, including equipment and workplace preparation.
- Help organise company meetings, events and social activities.
- Act as the first point of contact for general office queries.
Project and Administrative Support
- Support the partners with research and administrative projects.
- Assist with preparing presentations, reports and internal communications.
- Keep databases, contact lists and company information up to date.
- Help introduce and maintain effective administrative processes.
- Coordinate smaller projects from instruction through to completion.
- Provide additional support across the portfolio when priorities change.
About You
- Highly organised and attentive to detail.
- Confident managing several tasks at the same time.
- Proactive and willing to take responsibility.
- Professional, dependable and trustworthy.
- Comfortable communicating with colleagues at different levels.
- Able to follow up politely but confidently when actions are outstanding.
- Calm and positive when priorities change.
- Comfortable asking questions and learning quickly.
- Interested in business, entrepreneurship and how companies grow.
- Willing to support the wider team beyond a narrowly defined job description.
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Experience and Skills
- At least two years of professional workplace experience.
- Previous experience in administration, office support, customer service, coordination or a similar role.
- Strong written and verbal communication skills.
- Good working knowledge of Microsoft Office or Google Workspace.
- Confidence using calendars, spreadsheets, presentations and shared documents.
- Strong time-management and problem-solving skills.
- Previous experience supporting senior colleagues would be helpful but is not essential.
- Experience in recruitment, professional services or a growing business would be advantageous.
What Success Looks Like
- The partners’ diaries and meetings are well organised.
- Actions are recorded, followed up and completed.
- Communication across the ten brands is clear and coordinated.
- Important documents and information are accurate and easy to find.
- Founders and colleagues receive reliable administrative support.
- The office runs smoothly and remains professional and welcoming.
- You become someone the partners and wider team can depend on.
Why Join Index Launch Capital?
This role offers exposure to ten growing brands and the entrepreneurs building them. You will work closely with the Index Launch Capital partners, develop a broad understanding of business operations and gain experience across executive support, office management and portfolio coordination. For the right person, it offers significant variety, responsibility and the opportunity to develop as Index Launch Capital continues to grow.
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