Robert Half
Executive Assistant Office Manager
London
Posted about 19 hours ago
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Robert Half is partnering with a leading international business group with interests spanning telecommunications, hospitality, commercial property, and real estate investments. We are looking for a Office Operations and Assistant Manager to join the business.
Location: West London
Position: Permanent Full-time
Hours: 9am - 5:30pm, 5 days in office
The Role:
Office Operations & Facilities
- Act as the primary point of contact for all day-to-day office operations, ensuring the workplace is maintained to the highest professional standard.
- Oversee all facilities management activities, including cleaning, waste and recycling, HVAC, lighting, maintenance, repairs, and general office upkeep.
- Manage relationships with the building management team, coordinating maintenance, access requirements, deliveries, and building-related matters.
- Provide reception cover during periods of absence, including holidays, sickness, and lunch breaks.
- Manage the allocation and withdrawal of access cards, fobs, and mobile access credentials for employees, contractors, and visitors.
- Take ownership of all workplace health and safety requirements, ensuring compliance with relevant UK legislation and company policies.
- Coordinate all onboarding and offboarding activities, ensuring a seamless experience for employees and stakeholders.
- Oversee meeting room management, ensuring rooms are fully operational, appropriately equipped, and prepared for internal and external meetings.
- Serve as the first point of contact for day-to-day IT issues, liaising with external IT service providers where required.
- Maintain an accurate asset register covering IT equipment, office technology, and other business assets, ensuring effective lifecycle management and cost optimisation.
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Procurement, Suppliers & Budget Management
- Manage relationships with all office suppliers and service providers, including cleaning contractors, maintenance providers, utilities, stationery suppliers, couriers, and catering vendors.
- Source, negotiate, and manage supplier contracts, ensuring service quality, value for money, and effective management of warranties and guarantees.
- Obtain and evaluate multiple quotations for expenditure requests, presenting recommendations and supporting information for approval.
- Manage the office operational budget, monitoring expenditure, forecasting future costs, and highlighting variances or recharge requirements to the Finance team.
- Identify opportunities to improve service delivery, reduce operating costs, and enhance supplier performance.
Executive & Business Support
- Provide administrative and operational support to the CFO and senior leadership team.
- Monitor key actions, deliverables, and administrative task lists to support effective team performance.
- Coordinate internal and external meetings, ensuring all logistics and materials are prepared in advance.
- Lead and support office improvement initiatives, operational projects, and other business-critical activities as required.
- Assist with monthly cost reconciliations and financial reporting activities.
- Support the preparation of financial statements and other finance-related documentation where required.
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The Candidate:
- 2-3+ years' experience within an Office Manager, Executive Assistant, Team Assistant, or Business Support role.
- Previous responsibility for the day-to-day running of an office environment.
- Strong diary management and meeting coordination experience.
- Experience managing suppliers, facilities, or workplace services.
- Excellent organisational skills with strong attention to detail.
- Confident coordinating multiple priorities simultaneously.
- Strong stakeholder management and communication skills.
Benefits:
- Bonus opportunity (currently being finalised, expected circa 10%)
- Private Medical Insurance
- Dental Cover
- Simplyhealth
- Life Assurance
- Prime Mayfair office location
- Opportunity to join a highly regarded international investment business
- High levels of autonomy and exposure to senior stakeholders
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Skills
Office Management
Executive Support
Facilities Management
Diary Management
Supplier Management
Budget Management
Stakeholder Management
Health And Safety Compliance
Procurement
Onboarding And Offboarding
IT Support
Financial Reporting
Meeting Coordination
Asset Management
Administrative Support
Communication
Location