Executive Assistant/ Office Manager (12 month FTC/Mat cover)

Job Summary:This role is fully office based in our London Paddington office for a 12 month fixed term contract to cover maternity leave. This role is to start around the 20th October 2025, no later than the 29th October 2025.The Executive Assistant / Office Manager will aid the CEO and CFO in the planning and prioritisation of daily, weekly and quarterly tasks. This includes managing their inbox, organising the calendar, arranging complex domestic and international travel, processing expenses, and coordinating detailed logistics for meetings. Additionally, the Executive Assistant will organise, plan, and schedule Leadership weekly and monthly meeting reviews to ensure a seamless flow of strategic discussions and assessments. The role extends to handling event management for the Leadership Team, including offsites and retreats. Duties also include managing our Paddington Office and acting as an HR administrator by maintaining HRIS and people systems, administering benefits, and drafting employee contracts.Duties/Responsibilities:Provide hands-on support to the CEO & CFOManaging inboxes and calendarCoordinate meeting details, prep agendas and send follow-up emailsHandle travel and accommodation arrangementsOrganise, review and submit expense reportsOrganise and schedule Leadership Meetings Organise, schedule and attend Board Meetings to take minutesManage Projects when neededFacilitate communication and cultivate a well-balanced work environment for our executive team to thriveAssist with event planning and managementCompany purchases e.g employee or client giftsProcess all employee changes in our systems, ensuring that all employee information remains clean and up to date, which includes but not limited to onboarding, offboarding and personal employee changes such as moving house.Responsible for HR administration ie offer letters and employment contractsLiaise with tech supplier and organise equipment to be sent to new joiners and likewise for the return of equipment for any leavers.Assist with setting up and managing benefits, policies, and procedures Required Skills/Abilities:Strong understanding of Google Suite, Slack, Mac OS.Fantastic organisational skills with an eye for improvement.A proactive attitudeDriven and passionate about helping people be the best that they can be.Great multi-tasking and prioritisation skills.Calm under pressure.Highly adaptable.Strong attention to detail.Excellent communication and people skillsGreat empathy with the ability to anticipate the needs of others.Bias for action - we get things done!Maintain a high level of confidentiality.Additional Preferred Skills/Abilities:Experience working in a hyper growth, global startup environment Event planning experienceHR administration Background in marketing is desirableSpanish speaking - nice to have, not essentialEducation and Experience:3 to 5 years of Executive Assistant experienceFluent written and spoken EnglishPhysical Requirements:Prolonged periods of sitting at a desk and working on a computerAble to work from our office in Paddington station - this role is fully office based. Other dutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Created: 2025-09-10