Executive Assistant & Office Administrator

Rive Gauche is a high-end multi-disciplinary design studio based in Central London. We specialise in high-end residential and luxury hospitality in London and globally, currently working across 6 different countries. We offer a turnkey service from Architecture, Interior Design, to Project Management. by providing an end-to-end service, offering clients strategic advice from the early stages of pre-acquisition through to project delivery.

We believe in exceptional client services.

We are passionate about design.

Creative Excellence & Technical Knowledge.

Couture Design / Personal / Trusted Experience.

We are seeking an exceptional Executive Assistant & Office Administrator to join our team. This role provides high-level support to senior leadership while ensuring the smooth and professional day-to-day running of the studio. It combines executive assistance with operational coordination, including diary management, prioritisation, supplier liaison, financial tracking, recruitment administration, and team support.

The successful candidate will act as a true right-hand to the Managing Director, ensuring clear priorities, efficient workflows, and seamless coordination across teams, clients, and external partners.

We are looking for someone highly organised, proactive, and solutions-driven, with a strong “can-do” attitude and the ability to take initiative, identify inefficiencies, and drive improvements. Strong communication and organisational skills are essential.

Key Responsibilities

Executive Assistant

• Proactively manage the CEO’s diary, priorities, and time, acting as gatekeeper and decision filter

• Coordinate all meetings, ensuring clear agendas, preparation, and structured follow-ups

• Manage email and correspondence on behalf of the CEO with timely and professional responses

• Act as the main liaison between the CEO, senior team, clients, and external partners

• Track actions, deadlines, and commitments to ensure full accountability and follow-through

• manage CRM management, ensuring all contacts, interactions, and opportunities are accurately recorded

• Proactively follow up with clients and contacts on behalf of the CEO to maintain and develop relationships

• Identify inefficiencies in workflows and implement improved systems and processes

• Support daily operations, including supplier coordination and financial tracking

• Assist with recruitment administration and onboarding processes

• Arrange complex domestic and international travel and logistics

• Prepare briefing notes, presentations, and key materials for meetings and projects

• Support strategic initiatives and high-level business priorities

• Coordinate client meetings, hospitality, and VIP stakeholder management

• Handle confidential information with absolute discretion and professionalism

• Maintain a high level of organisation, attention to detail, and ownership across all tasks

Office Administration

1. Coordinate Amazon and supplier orders for staff and office needs

2. Conduct regular stock takes and manage replenishment of office consumables (milk, coffee, stationery, snacks, etc.)

3. Manage supplier communication, including emails, meeting coordination and scheduling site visits

4. Answer incoming landline calls and direct enquiries appropriately

5. Maintain the office environment to a high standard, including kitchen, printer area and sample library

6. Manage office organisation, cleanliness and day-to-day operational upkeep

7. Assist with planning, setup and catering for team events, internal meetings and workshops

8. Coordinate programme and software licences (CAD, Photoshop, Adobe, Smartsheet), including renewals and access management

9. Assist with documentation management, filing, version control and shared drive organisation

10. Manage and update trade accounts, applications and communication with vendors

11. Log and manage office expenses using Smartsheet, ensuring accurate records

12. Process and track team expenses and prepare monthly summaries

13. Log, file and organise company invoices, receipts and financial documentation

14. Support month-end administrative tasks as required

15. People & Onboarding Support

16. Prepare onboarding materials, equipment, IT setup and internal accounts for new starters

17. Support staff induction processes and smooth integration for new employees

Skills Essential

• Strong organisational and multitasking skills with excellent attention to deta…