Office Manager / Executive Assistant

The Office Manager / Executive Assistant will be responsible for ensuring the smooth operation of the office and providing comprehensive administrative support to the senior executives including the EVP, Newsweek International. This role requires excellent organisational skills, attention to detail, creativity, taking initiative, and the ability to manage multiple tasks efficiently.

This is a full-time role, working 9am to 6pm, Monday to Friday. This role is based in our Canary Wharf office in London, but occasional work from home may be approved.

Our benefits include flexible home working, private medical insurance, on-site office gym, annual bonus scheme, and full access to Linkedin Learning.

Key Responsibilities:

Office Management:

• Welcome guests to the office.
• Screen and triage calls, take detailed messages, and forward messages to relevant staff.
• Schedule meetings, book conference rooms, and coordinate any catering/refreshments for meetings. Provide assistance for large meeting setups.
• Arrange office activities and get-togethers for staff.
• Arrange office access for staff, external guests and liaise with building services for visitor and member access management.
• Maintain conference rooms and office, ensuring they are presentable and well-organised.
• Prepare, receive, sort, and distribute mail/packages; schedule pickups (courier).
• Stock and manage staff refrigerator.
• Liaise with building management, security, electricians, and maintenance for any office-related issues.
• Any other reasonable duties to meet the needs of the

Executive Assistant:

• Manage the diary of the senior executive, arranging appointments and meetings.
• Book travel, accommodation, restaurants, and other client entertainment activities as requested.
• Meet and greet visitors, ensuring they are well taken care of.
• Liaise with all office staff, including those based in the US and other locations.
• Screen phone calls and handle general inquiries and requests.
• Produce documents, briefing papers, and PowerPoint presentations.
• Provide cover on reception as needed.
• Handle any other ad-hoc requests from senior executives

Qualifications:

• Living within a reasonable commuting distance to our London office as regular attendance is required.
• Relevant experience as an Office Manager, Executive Assistant, or similar role.
• Excellent organisational and multitasking abilities.
• Strong problem-solving skills and attention to detail.
• Strong initiative and creativity.
• Strong communication and interpersonal skills. Professional.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information correctly.