NetJets Europe
Office Manager & Executive Assistant (NJE)
London
Posted about 24 hours ago
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Purpose of Position
The Office Manager & Executive Assistant is responsible for the overall management and efficiency of the NetJets London office, ensuring a professional and client-ready environment aligned with NetJets’ brand and standards.
This role acts as the central point of coordination for office operations, combining facilities management, administration and front-of-house excellence. The Office Manager & Executive Assistant will take a proactive, solutions-oriented approach to ensure the office operates seamlessly, supporting business needs.
Tasks And Responsibilities
Front of House & Office Management
- Serve as the primary point of contact for visitors and office-related matters, ensuring a professional, welcoming environment and efficient resolution of requests.
- Ensure meeting rooms are prepared to a high standard, including catering and technology, while maintaining office presentation in line with NetJets standards.
- Oversee all incoming and outgoing mail, including the coordination of courier services, and timely distribution across the office.
- Manage office supplies and inventory, ensuring availability, cost control and payment.
- Manage access control, including security badges.
- Maintain accurate directories.
- Support and participate in office initiatives, including coordinating and arranging catering and logistics for staff events and engagement activities.
Executive Support
- Assist and support the VP, Sales, by managing and coordinating their calendar and administrative activities, ensuring the calendar remains up to date and optimised for efficiency.
- Coordinate arrangements for meetings and conferences, assembling appropriate material to ensure their smooth execution.
- Liaise with Travel to coordinate all requested travel arrangements to ensure that itinerary and accommodation are efficiently arranged.
- Organise visits and host VIP Guests to ensure a successful visit that consistently reflects and upholds the highest standards and image of NetJets.
- Assist with preparation and document sharing, as necessary.
- Provide backup support for other Executive Assistants as required.
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Facilities
- Support Real Estate & Facilities Manager with annual budget planning, forecasting and capital management.
- Oversee the maintenance, safety, and functionality of the office environment.
- Coordinate and manage vendors, contractors, and service providers while partnering with the Procurement team to oversee contracts, renewals and procurement activities.
- Conduct regular inspections, generating property records and inspection reports while identifying, addressing, and escalating any maintenance or safety issues.
- Support the implementation of emergency procedures, business continuity, and evacuation drills.
- Liaise with building management and attend facilities meetings.
- Monitor and control the facilities budget for the London and Munich office, ensuring cost efficiency.
- Review and process invoices and expenses in accordance with company procedures.
- Ensure full compliance with Health & Safety standards, including meeting all requirements for trained First Aiders and Fire Marshals in line with regulatory guidelines.
- Maintain records related to risk assessments and compliance documentation.
- Act as the local contact for audits or inspections related to office operations.
- Other duties can be performed subject to being within the same professional career, considered related or functionally linked.
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Education
Bachelor's
Certifications and Licenses
Years Of Experience
4-6 years of experience
Core Competencies
- Adaptability
- Collaboration
- Curiosity
- Service-Oriented
- Strives For Positive Results
Knowledge, Skills, Abilities And Other (KSAOs)
- Minimum 5 years experience in office management, facilities coordination, and executive support in a fast-paced environment.
- Understanding of health and safety and workplace compliance requirements preferred.
- Strong organisational and multitasking abilities, with excellent attention to detail.
- Highly proactive, with the ability to anticipate needs, prioritise effectively and resolve issues independently.
- Excellent communication and interpersonal skills, with a strong customer service mindset.
- Demonstrated experience managing vendors, budgets and service providers.
- Ability to manage confidential and sensitive information with discretion.
- Decision making and ownership mindset.
- Highly professional, polished, and aligned with premium brand standards.
- Collaborative team player with a positive, can-do attitude.
- Strong IT skills (MS Office and office systems).
- Ability to work effectively in a fast-paced, dynamic environment.
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Skills
Office Management
Executive Support
Facilities Management
Calendar Management
Vendor Management
Budget Planning
Health & Safety Compliance
Customer Service
Event Coordination
Procurement
MS Office
Interpersonal Communication
Multitasking
Risk Assessment
Travel Coordination
Confidentiality
Location