Executive PA & Office Manager

 

Executive PA & Office Manager

Role Title: Executive PA & Office Manager
Reports to: CEO & Managing Director
Location: Office-based with flexibility
Start: ASAP

Role Purpose

This role combines senior-level executive support with ownership of office management and wider team coordination. The post-holder will sit at the operational centre of the business, ensuring the CEO and Managing Director are supported seamlessly, while the office, logistics, and team coordination run smoothly and professionally.

This is a high-trust, high-pace role requiring judgement, resilience, and the ability to switch rapidly between strategic diary management and hands-on operational support.

Key Responsibilities

Executive Support (CEO & Managing Director)

• Full ownership of highly complex, fast-moving diaries

• Manage cross-country and multi-time-zone scheduling

• Anticipate clashes, travel pressure, and workload pinch points

• Act as gatekeeper to executive time, prioritising effectively

• Coordinate meetings, agendas, prep materials and follow-ups

• Organise UK and international travel, accommodation and itineraries

Stakeholder Management

• Act as a professional first point of contact for senior stakeholders

• Confidently manage challenging, last-minute or high-pressure requests

• Represent the executives appropriately when coordinating commitments

• Apply judgement and push back when needed

Office Management

• Own day-to-day office operations and logistics

• Coordinate office visitors, meetings, and on-site requirements

• Ensure the office environment is organised, welcoming and functional

• Liaise with suppliers, facilities, and service providers as required

• Maintain smooth running of office processes and routines

Team Coordination & Logistics

• Support coordination across the wider team

• Assist with scheduling, logistics and communication where needed

• Act as a central point of organisation between leadership and team members

• Help keep the business moving during busy periods, events or travel

• Provide ad-hoc operational support to maintain momentum

Skills & Experience Required

• Proven experience as an Executive PA and/or Office Manager

• Demonstrable experience managing complex senior diaries

• Strong organisational and logistical capability

• Confident handling senior and challenging stakeholders

• Comfortable operating in a fast-paced, agile environment

• Excellent communication and prioritisation skills

• High levels of discretion and professionalism

Personal Attributes

• Calm under pressure

• Highly organised and detail-driven

• Practical, proactive and solutions-focused

• Able to move between strategic and operational work seamlessly

• Comfortable taking ownership without constant direction