Executive Assistant & Office Manager

Executive
and Personal Assistant Support to the CEO

• Act as
a trusted extension of the CEO, providing proactive, high-quality day-to-day
executive and PA support.

• Own
and actively manage a complex and changing diary, protecting focus time,
resolving conflicts and ensuring priorities are reflected in the schedule.

•
Anticipate upcoming commitments, deadlines and decisions, ensuring the CEO has
the right information, preparation and logistics in advance.

• Triage
meeting requests, correspondence and incoming priorities with discretion, sound
judgement and an understanding of the wider business context.

•
Coordinate domestic and international travel, accommodation, itineraries,
transfers and changes, with clear and accurate briefing information.

•
Prepare and format agendas, briefing notes, presentations, reports,
correspondence and other executive materials.

• Draft
communications and correspondence on behalf of the CEO, ensuring accuracy,
appropriate tone and follow-through.

• Manage
confidential and sensitive information with absolute integrity and discretion.

•
Provide practical personal-assistant support to the CEO where reasonably
required to enable an effective schedule.

SLT
Coordination and Meeting Support

•
Coordinate the recurring rhythm of Senior Leadership Team meetings and selected
CEO-led forums.

•
Prepare agendas, papers and meeting logistics, capture clear notes, decisions
and actions, and circulate them promptly.

•
Maintain action trackers and follow up with owners so commitments, deadlines
and decisions are not lost.

•
Provide lighter-touch diary coordination to SLT members where required,
particularly for CEO-led meetings, planning sessions and offsites.

•
Coordinate SLT offsites, including venue, travel, agenda preparation, meeting
materials, notes and action follow-through.

Office
and Workplace Management

• Take
day-to-day ownership of the Dundrum HQ, ensuring the office is safe, compliant,
professional, welcoming, organised and operating effectively.

• Act as
the main point of contact for building management, facilities, cleaning,
security, maintenance, repairs, utilities and workplace service providers.

• Manage
workplace vendors and service contracts, including quotations, purchase orders,
invoices, renewals, service standards and supplier performance, partnering with
Finance and Operations as required.

•
Coordinate fire safety and workplace compliance administration, including
risk-assessment actions, fire drills, training, equipment servicing, first-aid
provision and accurate records, escalating specialist or statutory matters to
the appropriate owner.

•
Maintain practical office procedures for access, opening and closing, visitors,
contractors, post, couriers, deliveries and incident escalation.

• Own
office supplies and consumables, including inventory checks, ordering,
sustainable purchasing and cost control.

•
Support workspace planning, meeting-room readiness, partner with the People
team/HR on desk arrangements and the practical needs of visiting colleagues and
new starters.

•
Maintain an office operations calendar covering planned maintenance, renewals,
inspections, drills and key workplace activities.

•
Identify and implement simple improvements that make the office more efficient,
consistent and contributing to a positive employee experience.

UK
Workplace Liaison

• Act as
the central liaison with Work.Life Soho for office access, memberships, meeting
rooms, service issues, and workplace requirements.

•
Coordinate with UK-based colleagues to ensure the London workspace is well
supported, with clear ownership of queries and timely issue resolution.

•
Maintain relevant supplier, access and workplace records for the UK office and
escalate contractual or budget matters appropriately.

Company
Events and Employee Experience

• Lead
the planning and delivery and budget of two company-wide offsites each year,
working with People, Operations, Finance and business leads on project plans,
venues, travel, budgets, suppliers, schedules and communications.

• Lead
logistics and budget for the annual Christmas party and other internal office
events, celebrations, town halls and leadership gatherings.

• Ensure
every event is well planned, on brand, inclusive and delivered within agreed
budget and timelines.

•
Maintain clear event plans, supplier contracts, attendee information, risk
considerations and post-event actions.

Budget,
Administration and Continuous Improvement

•
Monitor office and event spend, maintain accurate records and support budget
planning and reconciliation with Finance.

• Ensure
invoices, expenses and purchase approvals are processed accurately and on time.

•
Maintain organised records, templates, contact lists, supplier information and
handover documentation.

• Handle
ad hoc projects and requests for the CEO and office, applying practical
judgement and clear prioritisation.

• Use
technology and automation appropriately to improve diary management, meeting
follow-through and workplace administration. 

In line
with our B Corp commitments, all employees are expected to:

•
Support sustainable business practices by minimizing waste, promoting
responsible sourcing, and reducing environmental impact.

• Foster
a diverse, inclusive, and ethical workplace while contributing to our community
initiatives both internally and externally.

• Uphold
integrity, transparency, and accountability in all business practices.

Qualifications
and Experience:

• 3–5 years’
experience supporting a CEO, Founder, C-suite executive or senior leadership
team in a comparable EA, PA or combined executive support role.

• Experience
operating at experienced manager or senior manager level, with the confidence
to work independently and influence priorities.

• Proven experience
managing complex diaries, travel, confidential correspondence, meeting
preparation and executive actions.

• Hands-on office or
workplace management experience, including facilities, vendors, supplies,
maintenance and service contracts.

• Practical
experience coordinating health and safety, fire safety or workplace compliance

administration, with
the judgement to engage qualified specialists where required.

• Demonstrable
experience planning and delivering company events, leadership offsites or
similar multi-stakeholder events.

• Experience working
in a fast-paced, founder-led, consumer, retail, beauty or growth business is
strongly preferred.

• Strong capability
across Microsoft 365, including Outlook, Teams, Word, PowerPoint and
Excel. 

• Experience with
project-management, expense or procurement tools is advantageous.

Nice to have: 

• A practical
interest in how AI, meeting tools and simple automation can improve efficiency,
follow-through and ways of working. 

• Experience with
Microsoft 365 is ideal; familiarity with Slack is helpful but not essential.

• A relevant
third-level qualification or professional EA, business administration,
facilities or health and safety training is advantageous but not essential.

Key
Skills and Personal Qualities:

Key
Skills and Personal Qualities:

• Exceptionally
organised, calm and dependable, with the ability to manage competing priorities
without losing detail.

• Proactive and
anticipatory, with strong judgement and a solutions-focused approach.

• Highly discreet
and trusted, with excellent boundaries around confidential and personal
information.

• Commercially aware
and able to understand what matters most in a scaling business.

• Clear and polished
communicator who can build strong relationships at every level.

• Hands-on and low
ego, comfortable moving between executive support, detailed administration and
practical office problem-solving.

• Warm, professional
and service-minded, creating a positive experience for colleagues, candidates,
visitors and external partners.

• Comfortable being
primarily based in our Dundrum office 4–5 days per week, with some flexibility
by agreement and occasional out-of-hours support for travel changes or events.