Office Manager & Executive Support

Office Manager & Executive Support

Salary: Up to £45,000 per annum

Location: Hybrid - London HQ (3-4 days per week in our London HQ)

Interview process: Two rounds. 1: Get to know you chat with the People Recruitment Manager ; 2: Competency interview with our COO & our Senior Executive Assistant

Our Values: Advancing, Come as you are, Zero burnout, Greta goal, We all level up together and Transparency

Learn more about us: YouTube, read our Blogs. Understand our values!

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Who Are We?

Advancing Analytics are a market leader in delivering bleeding edge analytical solutions for customers all over the world. To thrive in today’s market, businesses need to implement AI built on a solid, reliable Data Platform, and we are looking for you to help us build it!

Who are we looking for?

We are looking for an Office Manager and Executive support assistant for our London HQ. You will run the day-to-day operations of our London office and provide executive support, primarily to one senior leader, working closely with the Senior Executive Assistant. As part of our growing data and AI consultancy, you will also coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.

Key Responsibilities:

Front of House

• Welcome visitors and maintain a professional, organised reception and shared office environment.

• Manage visitor sign-in, passes and building access with the building reception team.

• Receive and distribute post, deliveries and couriers.

‍Meeting & Client Support

• Coordinate meeting room bookings, anticipate requirements and resolve scheduling conflicts.

• Prepare and reset meeting rooms, including seating, presentation materials, AV and video-conferencing equipment.

• Arrange refreshments and catering for client and internal meetings, managing suppliers and spend within agreed budgets.

Office Administration

• Manage office, kitchen, IT and hospitality supplies, maintaining appropriate stock levels and value for money.

• Oversee office maintenance and day-to-day supplier relationships, liaising with cleaners, contractors and building management to resolve issues promptly.

• Maintain clear office procedures, records and supplier information, identifying practical improvements to how the office operates.

• Support new-starter and leaver logistics, including workspace preparation, access passes, equipment coordination and office orientation.

• Manage the office budget, raising purchase orders and processing supplier invoices and expenses in line with finance procedures.

• Act as the first point of contact for office IT and AV issues, liaising with the IT support provider to resolve them.

Executive & Leadership Support

• Work with the Senior Executive Assistant to coordinate priorities and provide agreed cover during their absence, escalating urgent matters appropriately.

• Manage the designated senior leader’s diary, inbox, meetings, travel, itineraries and expenses, anticipating conflicts and changing priorities.

• Prepare agendas, meeting materials and client packs, capture actions and follow up with owners to help maintain momentum.

• Build trusted working relationships with senior stakeholders, clients and external partners while handling confidential information with discretion.

Events & Company Support

• Plan and deliver company, client and partner events, including team days and office-based activities, from brief to on-the-day delivery.

• Coordinate venues, suppliers, catering, invitations, attendee communications and materials; gather feedback to improve future events.

• Maintain an events calendar and track budgets, purchase orders, invoices and deadlines, escalating risks or overspend.

• Provide on-site coordination for Growth, Marketing and Partnerships meetings and events, and handle related requests within this remit.

• Support internal communications, celebrations, volunteering and other culture initiatives.

Facilities, Health & Safety

• Maintain fire-safety records and evacuation procedures; liaise with fire marshals, support drills and record outcomes.

• Document monthly office checks of fire exits, trip hazards and building condition; coordinate checks of extinguishers and emergency lighting with building management or specialists and escalate defects.

• Keep first-aider, emergency, landlord, buil…