Executive Assistant Office Manager

Role summary

The Chief Operating Officer’s right hand and the anchor of the office. This dual role works as a

direct extension of the COO: protecting their time, running the diary, inbox and travel, and acting

for COO within an agreed remit. It supports the COO’s own client relationships too, handling

correspondence, NDAs and meetings and keeping those relationships warm, though it does not

produce client deliverables. Alongside that, it runs the firm’s Mayfair office day to day and holds

the office together as the trusted on-site presence whenever the COO is not in, while keeping the

firm’s systems, records and administration to a high standard of accuracy and working with the

COO on quality, standards and KPIs. Reporting to the COO.

Key responsibilities

Supporting the COO

• Work as a direct extension of the COO, anticipating priorities and making sure they are fully

prepared for whatever the day holds

• Run complex, fast-moving diary management, resolving clashes and protecting focus time

• Coordinate internal and external meetings, including agendas, logistics and supporting

materials

• Manage inbox: triage, prioritise, and draft or respond to correspondence on their behalf

where appropriate

• Arrange all UK and international travel, with detailed itineraries

• Process expenses and keep accurate records

• Help prepare the COO’s own presentations, documents and reports (formatting and collation,

not client deliverables)

• Coordinate lunches, events and business engagements

• Hold confidential matters with complete discretion

Supporting the COO’s client relationships

• Coordinate the COO’s own clients and deals

• Ensure MNDAs are issued and sent to the COO’s clients, and chase execution

• Manage client correspondence on the COO’s behalf and book client meetings

• Provide day-to-day relationship management, building and maintaining strong relationships

with the COO’s clients and external contacts

Running the office

• Act as the key point of contact for all office-related matters

• Own the day-to-day running of the Mayfair office and the relationship with building

management and the landlord

• Manage suppliers, contractors and service providers

• Oversee office supplies, facilities and general maintenance

• Coordinate meeting rooms and keep the office presented to a consistently high, tier-one

standard

• Support new-joiner onboarding, including workspace and equipment set-up

• Be the trusted on-site presence and first point of contact when the COO is not in

• Assist with company events, team activities and hospitality

• Provide ad-hoc administrative and operational support across the business

Systems, administration and standards

• Keep the CRM up to date and accurate

• Ensure all drives are synced and the filing structure maintained

• Provide general administration across the firm to a consistently high standard of accuracy

• Identify opportunities to improve processes and ways of working

• Work with the COO to maintain quality and standards across the company, and to meet

agreed KPIs

How performance is measured

The discretionary bonus is tied to performance against the measures below.

• The COO’s time protected and diary run without clashes or gaps

• Travel and logistics delivered accurately and on time

• The COO’s client relationships kept warm, with correspondence, NDAs and meetings

handled promptly

• Office run smoothly, with issues resolved before they reach the COO

• Landlord, building-management and vendor relationships kept in good standing

• CRM kept accurate and current, and drives synced with the filing structure maintained

• Agreed quality standards and KPIs met, working with the COO

• Discretion and reliability across confidential matters

Person specification

• Proven experience as an EA, or a combined EA and office manager, supporting a senior

principal in a demanding professional environment

• Background in financial services, asset management, investment management, private equity

or professional services is an advantage

• Strong diary, meeting and travel management, with previous office management or

operational responsibility

• Confident managing client relationships and correspondence on a principal’s behalf

• Excellent written and verbal communication

• Proactive, solutions-focused and detail-oriented, able to manage competing priorities with a

strong sense of ownership

• High levels of disc…