Poolhouse
Office Manager
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Department: HQ Leadership
Location: Head Office
Description
As Office Manager & Executive Assistant at Poolhouse, you’ll be at the heart of our HQ team – creating a brilliant working environment, keeping the day-to-day running smoothly and providing high-quality support to members of our Executive Team.
We’re a small, close-knit and fast-moving team, working together from WeWork in London. This is a broad, hands-on role for someone who enjoys being the person who makes things happen: anticipating what’s needed, bringing organisation to a busy environment and making it easier for the people around them to do their best work.
Alongside owning the day-to-day office experience, you’ll provide EA support across diaries, meetings, travel and key business activities, as well as helping coordinate team events, onboarding and important internal moments.
🎯 What Success Looks Like
- Our HQ is organised, welcoming and runs brilliantly day to day
- The Executive Team receives proactive, reliable and well-organised support
- Diaries, meetings and travel are coordinated efficiently, with issues anticipated rather than simply reacted to
- Team meetings, events, socials and key company moments are well organised and thoughtfully delivered
- New starters have a smooth and welcoming HQ onboarding experience
- Administrative processes are simple, consistent and effective
- The wider team knows they can rely on you to keep things moving and get things done
- You become a trusted and valued part of a small, close-knit team
🔭 Our Way of Working
This role is delivered with energy, warmth, initiative and exceptional organisation – in line with our Poolhouse values:
- Experience Obsessed
- Take Care
- Seek Excellence
- Integrity
- Elite Sports Team Mentality
Key Responsibilities
Office Management & Team Experience
- Own the smooth day-to-day running of our London HQ and act as the main point of contact for office-related matters
- Manage our relationship with WeWork and coordinate workspace requirements, access, facilities and any day-to-day issues
- Make sure the office is organised, well equipped and a great environment for the team to work from
- Coordinate meeting rooms, visitors, deliveries, supplies and general office requirements
- Look for practical ways to continuously improve how our HQ operates and how the team experiences the workplace
- Help create a welcoming, fun and connected office environment that reflects the Poolhouse culture
- Coordinate team lunches, socials, celebrations and other moments that bring the HQ team together
- Support new starter onboarding in partnership with the People Team, ensuring people have everything they need for a great first day and first week
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Executive & EA Support
- Provide proactive administrative and organisational support to members of the Executive Team
- Manage diary coordination and scheduling for key meetings, check-ins and business activities
- Coordinate internal and external meetings, ensuring the right people, information and logistics are in place
- Arrange domestic and international travel, including flights, accommodation, transfers and itineraries
- Support preparation for Board meetings, quarterly reviews and other important business meetings, including agenda coordination, materials and logistics
- Track actions and follow-ups from key meetings where required, helping ensure commitments don’t get lost
- Support the preparation and formatting of presentations, meeting materials and other executive documents
- Handle sensitive and confidential information with appropriate discretion
Meetings, Events & Business Coordination
- Coordinate internal workshops, strategy sessions, leadership meetings, team events and stakeholder meetings
- Support site visits to Poolhouse Liverpool Street and future locations, coordinating attendees and logistics
- Help organise external events, demos and other key business activities
- Act as a central coordination point across teams when activities require multiple people to come together
- Provide practical support on ad hoc projects and priorities across the business
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Administration & Ways of Working
- Bring structure and consistency to core administrative processes across HQ
- Maintain relevant records, trackers, contact information and team documentation
- Support effective use of our internal systems and tools
- Identify opportunities to simplify processes and reduce unnecessary administration
- Take ownership of tasks through to completion rather than waiting to be prompted at each stage
- Provide flexible administrative support where needed within a growing business
Skills, Knowledge and Expertise
- Previous experience in office management, executive assistance, team coordination or a similarly broad administrative role
- Highly organised with excellent attention to detail and the ability to manage multiple priorities at once
- Confident supporting senior stakeholders and comfortable working closely with an Executive Team
- Strong diary, meeting and travel coordination skills
- Naturally proactive – you notice what needs doing and get ahead of it
- Warm, personable and confident communicating with people at all levels
- Comfortable being the go-to person in a small office and taking genuine ownership of the working environment
- Good judgement and discretion when dealing with confidential or sensitive information
- Strong written communication and confident using everyday workplace technology and productivity tools
- Comfortable working in a fast-moving environment where priorities can change
- Practical, resourceful and solutions-focused
- Experience in a startup, scale-up, hospitality or similarly entrepreneurial environment would be an advantage
- Most importantly, you enjoy being part of a team and take pride in making things work brilliantly for the people around you
Benefits
- Code Hospitality subscription
- Perks and Discounts platform
- Health Care plan
- Birthdays off
- Free Health Assured EAP membership (counselling, life coaching, legal and financial support)
- Salary Sacrifice Scheme
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