Office & Executive Assistant

ROLE SUMMARY 

The Office & Executive Assistant provides essential support to ensure the smooth running of daily office operations while assisting senior executives with administrative and operational tasks. This role is a mix of office management, coordination, and executive assistance, making it ideal for someone organised, proactive, and adaptable. 

Over time, the role is expected to grow into a Group Executive Assistant / Office Manager position, with increased responsibility for office operations, executive support, and company-wide initiatives. 

 

KEY RESPONSIBILITIES 

Executive Support 

• Assist senior executives with travel bookings, calendar management, and other administrative tasks 
• Process and reconcile expense reports (e.g., AMEX) accurately and on time 
• Prepare materials, reports, and summaries for meetings as required 
• Handle confidential documents and information with discretion 

Office Operations and Facilities 

• Manage day-to-day office operations, including ordering consumables, office supplies, and coordinating vendor services 
• Liaise with building management and contractors to ensure facilities maintenance is scheduled and issues resolved promptly 
• Assist with meeting room management, setups, and general office readiness 
• Support onboarding logistics for new hires, including liaising with IT for equipment, seating, and welcome packs 

Project & Cross-Team Coordination 

• Support internal communication and engagement initiatives 
• Help streamline office and administrative processes to improve efficiency 
• Assist with company events, town halls, or workshops as needed 
• Provide ad hoc project support to the leadership team and broader organisation 

 

SKILLS AND EXPERIENCE 

Required: 

• 3+ years’ experience in office administration, operations coordination, or executive support 
• Prior experience in office management, facilities, and/or operations 
• Proficiency in Microsoft Office 365 and calendar management tools (e.g. Outlook, Office Suite) 
• Strong organisational and time management skills, with ability to manage multiple priorities 
• Excellent written and verbal communication skills in English 
• High degree of professionalism, discretion, and judgment in handling confidential matters 

Nice to Have: 

• Exposure to regional operations or multi-office coordination 
• Interest in growing into broader office management or executive support responsibilities