Office Manager & Executive Assistant – 4Site Group
Team: Group Operations / Business Support Reports to: Managing Director Direct reports: None (initially) Location: Victoria – London
Purpose
To ensure the smooth, organised, and professional running of the 4Site Group, supporting both the Recruitment and Logistics businesses through high-quality administrative, operational, and executive support.
Mission
To provide reliable, structured support to leadership and teams, ensuring the business operates efficiently, remains organised, and presents itself professionally at all times.
Vision
To build a well-organised, well-supported business where leadership can focus on growth, teams can operate efficiently, and standards are consistently maintained across the group.
Your Role & Responsibilities
You are responsible for supporting the Managing Director and wider business with day-to-day organisation, coordination, and administrative control.
You will act as a central point of coordination across both Recruitment and Logistics businesses, ensuring communication flows, tasks are followed up, and key activities are delivered on time.
This is a high-trust, high-visibility role. You must be organised, proactive, and able to operate independently while maintaining attention to detail and professionalism.
Success in this role is defined by how effectively the business runs behind the scenes, how well leadership is supported, and how organised and controlled the day-to-day operation becomes.
Executive Support (CEO & Managing Director)
- Manage the CEO & Managing Director’s diary, meetings, and scheduling priorities
- Coordinate internal and external meetings, including preparation and follow-ups
- Manage email flow, flag priorities, and ensure timely responses where required
- Prepare documents, presentations, and reports for meetings
- Track actions and ensure follow-up on key business items
- Arrange travel, accommodation, and logistics where required
Office Management & Business Operations
- Oversee the day-to-day running of the office across the group
- Manage office supplies, facilities, and external vendors
- Ensure a clean, organised, and professional working environment
- Coordinate onboarding for new employees (equipment, setup, documentation)
- Maintain internal systems, templates, and documentation
- Support general administration across both businesses
Coordination Across Recruitment & Logistics
- Act as a central coordination point between both divisions
- Ensure communication, updates, and actions are shared and followed up
- Support cross-business initiatives and projects
- Assist with organising internal meetings, reviews, and planning sessions
- Help ensure consistency in processes, documentation, and communication
Reporting & Administrative Control
- Maintain records, documents, and internal trackers
- Support reporting processes by gathering and organising data
- Assist with preparing board packs, reports, and business updates
- Ensure documentation is accurate, up to date, and easily accessible
- Track key deadlines, tasks, and deliverables across the business
Our Values in your role
Respect yourself and others
Maintain professionalism, discretion, and organisation at all times.
Handle sensitive information with care and integrity.
Learn, earn, return
Learn – understand how both businesses operate and where support is needed
Earn – improve efficiency, organisation, and execution across the group
Return – introduce improvements to systems, processes, and ways of working
Having each other’s back
Support leadership and teams to keep the business moving forward.
Step in to help where needed and ensure nothing is missed.
Health, Wealth & Choice
Create a well-structured, organised working environment.
Support the business in operating efficiently and sustainably.
Key Performance Indicators (KPIs)
Executive Support
- Effectiveness of diary and time management for the MD
- Timeliness and quality of meeting preparation and follow-ups
Organisation & Efficiency
- Smooth day-to-day running of the office
- Reduction in missed tasks, delays, or administrative errors
Coordination
- Effectiveness of communication and follow-up across teams
- Completion of cross-business tasks and initiatives
Administration & Reporting
- Accuracy and organisation of documentation and records
- Timeliness of reporting support and data preparation
Support to Finance & Operations
- Accuracy and timeliness of expense and invoice coordination
- Support provided to operational and finance functions
Experience & Competencies
- 2–5 years’ experience in an Office Manager, Executive Assistant, or similar role
- Experience supporting senior leadership or directors
- Strong organisational and time management skills
- Excellent communication and interpersonal ability
- High attention to detail and accuracy
- Ability to manage multiple tasks and priorities
- Proactive, reliable, and able to work independently
- Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint)
- Experience with CRM systems, document management, or reporting tools is beneficial
Package
Base Salary: 35,000 – 40,000 per annum
Full 4Site company benefits package
Progression
Progression is to Senior EA, Operations Manager, or Group Business Support Lead, with increased responsibility across business operations, systems, and coordination.
What you need to do next
Apply online by submitting your CV and we will get back to you.
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