Executive Assistant Office Manager

Executive Assistant and Office Manager, Maternity Cover

Location: London

Working pattern: Currently 3 days per week in the office & 2 days from home

Type: Fixed-term maternity cover

Work authorisation: Candidates must already have the right to work in the UK

Reports to: Director, Talent and Culture

Works closely with: CEO Europe and Middle East, senior leadership, Finance, IT, People, and external vendors.

About the role

Fortune is hiring an Executive Assistant and Office Manager to provide maternity cover for a key support and office management role in its London office.

This is a hands-on role for someone who is highly organized, calm under pressure, and comfortable supporting senior leaders while keeping the office running day to day. The role combines executive support, travel and expenses, office management, invoice coordination, vendor follow-up, and basic process support.

Responsibilities

• Provide executive support to senior leaders, including calendar coordination, meeting scheduling, travel booking, and basic meeting preparation.
• Support travel and expenses, including Concur submissions, policy checks, receipts, follow-up, and coordination with Finance where needed.
• Coordinate invoice processing, vendor payments, purchase orders, and related follow-up with Finance and AP.
• Support day-to-day London office management, including supplies, snacks, access, visitors, meeting rooms, office issues, and vendor coordination.
• Coordinate IT requests, onboarding logistics, office equipment, and basic systems access.
• Support the London office move where needed, including trackers, vendor coordination, staff communication, and practical follow-up.
• Maintain simple trackers and process notes so handovers, approvals, and recurring tasks are clear.
• Handle confidential information with discretion and flag issues early.

What we are looking for

• Experience as an Executive Assistant and Office Manager.
• Concur experience is strongly preferred. Experience with a similar travel and expense system is required.
• Experience supporting travel, expenses, invoices, payments, calendars, and office coordination.
• Strong Microsoft Outlook and Excel skills.
• Good judgment, discretion, and attention to detail.
• Clear written communication.
• Ability to support senior stakeholders without needing heavy supervision.
• Comfort working in a busy, lean environment where priorities move quickly.
• Experience in media, events, publishing, or a fast-moving commercial business is helpful.

Success looks like

• Senior leaders have reliable calendar, travel, and expense support.
• T&E is handled accurately and in line with policy.
• Invoices and vendor issues are tracked and followed through.
• The London office runs smoothly day to day.
• Recurring tasks and handovers are documented clearly.
• Issues are flagged early, not left to drift.