Executive Assistant / Office Manager

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Executive Assistant/Office Manager

Location: London, UK (Hybrid)

Reports To: Vice President, Sales (EMEA)

Role Overview

We are looking for a proactive, highly organised Executive Assistant & Office Manager to keep our London operations running smoothly. In this dual role, you will provide high-level executive support to the VP Sales EMEA while overseeing day-to-day office management, facility operations, and team culture initiatives. You will act as the operational pulse of the London office, balancing strategic calendar management with creating a welcoming workplace environment.

Key Responsibilities

Executive Assistance

• Manage complex calendars, schedule cross-time-zone meetings, and proactively resolve scheduling conflicts for the VP Sales, EMEA.
• Coordinate complex international and domestic travel itineraries, including flights, accommodation, visas, and ground transport.
• Prepare meeting agendas, briefing materials, and presentations, while tracking follow-up actions for key leadership syncs.
• Handle confidential communications, report preparation, and expense processing with complete discretion.

Office Management & Facilities

• Oversee daily operations of the London office, maintaining a clean, professional, and efficient working environment.
• Serve as the primary point of contact for building management, external vendors, landlords, and maintenance contractors.
• Manage office budgets, order supplies, negotiate vendor contracts, and track facilities expenses.
• Partner with People Ops to facilitate seamless local onboarding for new hires (desk setup, access badges, welcome packs).
• Plan and execute team events, offsites, quarterly celebrations, and client hospitality functions.
• Ensure workplace health and safety compliance in line with UK regulations.

Qualifications & Experience

Experience

10+ years in a Senior EA position preferably within a fast-paced tech or SaaS company with office management experience also desirable.

Tech Proficiency

Expert-level proficiency in Google Workspace / MS Office 365, Slack, Zoom, and modern expense tools.

Communication

Outstanding verbal and written English communication skills; comfortable interacting with senior leadership.

Organisation

Exceptional time management with a proven ability to prioritise tasks in a high-growth environment.

Work Style

Self-directed, highly adaptable, proactive problem solver with strong attention to detail.

What We Offer

• Competitive base salary with performance-based bonuses.
• Comprehensive benefits package (private medical, dental, life assurance, pension match).
• Hybrid working model (typically 3 days a week in the London office).
• Vibrant office culture with fully stocked kitchens, team lunches, and regular social events.

More about OutSystems

OutSystems is a leading AI Development Platform built for the enterprise. Global organizations trust OutSystems to rapidly build mission-critical apps and agents, modernize legacy processes with agentic systems, and govern their entire AI portfolio across complex regulatory environments, all on one unified platform.

As the future becomes agentic, our customers need us now more than ever. While AI has opened the door to extraordinary possibilities, most large organizations find themselves stuck on one side of the “enterprise gap” because AI by itself doesn’t solve their complex use cases and business challenges. OutSystems bridges the “enterprise gap” by combining the speed of generative AI with a deterministic, enterprise-grade framework. We provide the tools for teams of any size to deliver high-quality, reliable AI solutions that drive real business impact.

We are looking for passionate, talented, and motivated people to join us as we empower organizations to build, deploy, and scale the next generation of enterprise software. While we are leading the charge into the agentic era, our mission is broader: we are the platform enterprise leaders trust to evolve their entire business, accelerating innovation through secure, governed human-AI collaboration.

OutSystems is a global company, with more than 900k developer community members, 1,700 employees, more than 600 partners, and thousands of active customers in over 75 countries and across 21 industries. Founded in …