Executive Assistant & Office Manager

We are seeking a highly organized, proactive Office Manager and Executive Assistant to support key members of our London team in a fast-paced, high-performance environment.

They will be commercially minded, personable and detail-oriented, with sound judgement, strong stakeholder management skills and the ability to anticipate business needs while maintaining absolute discretion.

This is a fully office-based role with direct line management responsibility for two Executive Assistants.

Responsibilities:

Executive & Team Support:

• Provide proactive support for up to 6 senior leaders, managing complex diaries and coordinating meetings across international time zones.
• Organize complex domestic and international travel, including flights, accommodation, visas and itineraries, in line with company travel policy.
• Prepare and reconcile corporate expense reports through Concur.
• Coordinate corporate credit card applications and administration.
• Prepare high-quality presentations, board papers, reports and correspondence to a professional standard.
• Screen calls, manage correspondence and handle sensitive communications with discretion.
• Coordinate courier services, mail distribution and document handling.
• Partner with Executive Assistants across DB to provide cross-coverage during leave, sickness or peak demand, working effectively across international offices and time zones.

Office Management:

• Lead office management for the London office, maintaining efficient systems, processes and controls that support a high-performing investment environment.
• Build trusted relationships with senior stakeholders across the Front Office, Legal, Finance, Treasury, HR, IT and Compliance, as well as external suppliers and business partners.
• Manage office budgets, invoice approvals, cost centre allocations and supplier payments, ensuring accuracy and compliance with internal policy.
• Coordinate onboarding logistics for new hires, including workspace readiness and systems access, working with IT and HR.

Facilities Management:

• Act as primary point of contact for workplace operations, facilities and IT support for the London office.
• Manage office facilities, equipment and workplace services, ensuring a professional, safe and well-maintained environment.
• Lead the office Health and Safety function, including coordinating workplace compliance, Display Screen Equipment (DSE) assessments, and serving as a designated First Aider and Fire Marshal, ensuring adherence to statutory requirements and company policies.
• Oversee relationships with facilities providers and suppliers, negotiating competitive pricing and value for money.
• Manage office inventory, including stationery, kitchen supplies and meeting room resources.

Stakeholder and Event Management

• Coordinate internal and external meetings, client events, leadership offsites and corporate functions, including agenda management, room bookings, catering and logistics.
• Welcome and support clients, investors and visitors, ensuring a seamless, professional experience.
• Partner with the EA team to deliver board meetings, investor events, conferences and employee engagement activities.
• Support the planning of cross-functional events across EMEA.

Continuous Improvement

• Identify opportunities to improve administrative processes and workplace operations through greater efficiency and automation.
• Develop strong supplier partnerships and monitor performance against agreed standards.
• Maintain the highest levels of discretion when handling commercially sensitive information and contribute to a culture of operational excellence within the London office and wider EMEA support function.

Qualifications:

• Minimum of 8 years’ experience in an Office Manager, Executive Assistant or similar role within a corporate environment, preferably in private equity, financial services, investment management or a family office.
• Demonstrated experience managing corporate events and stakeholder engagements to a high professional standard.
• Strong proficiency in Microsoft Office, particularly PowerPoint, Excel and Outlook, with the ability to produce high quality presentations and business documents.
• Experience with Concur or a comparable expense management system is advantageous.
• Experience using Salesforce is preferred.
• Proven ability to conduct thorough research using a variety of internal and external resources to support business needs…