Executive Assistant & Office Manager

Executive and Personal Assistant Support to the CEO

• Act as a trusted extension of the CEO, providing proactive, high-quality day-to-day executive and PA support.

• Own and actively manage a complex and changing diary, protecting focus time, resolving conflicts and ensuring priorities are reflected in the schedule.

• Anticipate upcoming commitments, deadlines and decisions, ensuring the CEO has the right information, preparation and logistics in advance.

• Triage meeting requests, correspondence and incoming priorities with discretion, sound judgement and an understanding of the wider business context.

• Coordinate domestic and international travel, accommodation, itineraries, transfers and changes, with clear and accurate briefing information.

• Prepare and format agendas, briefing notes, presentations, reports, correspondence and other executive materials.

• Draft communications and correspondence on behalf of the CEO, ensuring accuracy, appropriate tone and follow-through.

• Manage confidential and sensitive information with absolute integrity and discretion.

• Provide practical personal-assistant support to the CEO where reasonably required to enable an effective schedule.

SLT Coordination and Meeting Support

• Coordinate the recurring rhythm of Senior Leadership Team meetings and selected CEO-led forums.

• Prepare agendas, papers and meeting logistics, capture clear notes, decisions and actions, and circulate them promptly.

• Maintain action trackers and follow up with owners so commitments, deadlines and decisions are not lost.

• Provide lighter-touch diary coordination to SLT members where required, particularly for CEO-led meetings, planning sessions and offsites.

• Coordinate SLT offsites, including venue, travel, agenda preparation, meeting materials, notes and action follow-through.

Office and Workplace Management

• Take day-to-day ownership of the Dundrum HQ, ensuring the office is safe, compliant, professional, welcoming, organised and operating effectively.

• Act as the main point of contact for building management, facilities, cleaning, security, maintenance, repairs, utilities and workplace service providers.

• Manage workplace vendors and service contracts, including quotations, purchase orders, invoices, renewals, service standards and supplier performance, partnering with Finance and Operations as required.

• Coordinate fire safety and workplace compliance administration, including risk-assessment actions, fire drills, training, equipment servicing, first-aid provision and accurate records, escalating specialist or statutory matters to the appropriate owner.

• Maintain practical office procedures for access, opening and closing, visitors, contractors, post, couriers, deliveries and incident escalation.

• Own office supplies and consumables, including inventory checks, ordering, sustainable purchasing and cost control.

• Support workspace planning, meeting-room readiness, partner with the People team/HR on desk arrangements and the practical needs of visiting colleagues and new starters.

• Maintain an office operations calendar covering planned maintenance, renewals, inspections, drills and key workplace activities.

• Identify and implement simple improvements that make the office more efficient, consistent and contributing to a positive employee experience.

UK Workplace Liaison

• Act as the central liaison with Work.Life Soho for office access, memberships, meeting rooms, service issues, and workplace requirements.

• Coordinate with UK-based colleagues to ensure the London workspace is well supported, with clear ownership of queries and timely issue resolution.

• Maintain relevant supplier, access and workplace records for the UK office and escalate contractual or budget matters appropriately.

Company Events and Employee Experience

• Lead the planning and delivery and budget of two company-wide offsites each year, working with People, Operations, Finance and business leads on project plans, venues, travel, budgets, suppliers, schedules and communications.

• Lead logistics and budget for the annual Christmas party and other internal office events, celebrations, town halls and leadership gatherings.

• Ensure every event is well planned, on brand, inclusive and delivered within agreed budget and timelines.

• Maintain clear event plans, supplier contracts, attendee information, risk considerations and post-event actions.

Budget, Administration and Continuous Improvement

• Monitor office and event spend, maintain accurate records and support budget planning and reconciliation with Finance.

• Ensure invoices, expenses and purchase approvals are processed accurately and on time.

• Maintain organised records, templates, contact lists, supplier information and handover documentation.

• Handle ad hoc projects and requests for the CEO and office, applying practical judgement and clear prioritisation.

• Use technology and automation appropriately to improve diary management, meeting follow-through and workplace administration. 

In line with our B Corp commitments, all employees are expected to:

• Support sustainable business practices by minimizing waste, promoting responsible sourcing, and reducing environmental impact.

• Foster a diverse, inclusive, and ethical workplace while contributing to our community initiatives both internally and externally.

• Uphold integrity, transparency, and accountability in all business practices.

Qualifications and Experience:

• 3–5 years’ experience supporting a CEO, Founder, C-suite executive or senior leadership team in a comparable EA, PA or combined executive support role.

• Experience operating at experienced manager or senior manager level, with the confidence to work independently and influence priorities.

• Proven experience managing complex diaries, travel, confidential correspondence, meeting preparation and executive actions.

• Hands-on office or workplace management experience, including facilities, vendors, supplies, maintenance and service contracts.

• Practical experience coordinating health and safety, fire safety or workplace compliance

administration, with the judgement to engage qualified specialists where required.

• Demonstrable experience planning and delivering company events, leadership offsites or similar multi-stakeholder events.

• Experience working in a fast-paced, founder-led, consumer, retail, beauty or growth business is strongly preferred.

• Strong capability across Microsoft 365, including Outlook, Teams, Word, PowerPoint and Excel. 

• Experience with project-management, expense or procurement tools is advantageous.

Nice to have: 

• A practical interest in how AI, meeting tools and simple automation can improve efficiency, follow-through and ways of working. 

• Experience with Microsoft 365 is ideal; familiarity with Slack is helpful but not essential.

• A relevant third-level qualification or professional EA, business administration, facilities or health and safety training is advantageous but not essential.

Key Skills and Personal Qualities:

Key Skills and Personal Qualities:

• Exceptionally organised, calm and dependable, with the ability to manage competing priorities without losing detail.

• Proactive and anticipatory, with strong judgement and a solutions-focused approach.

• Highly discreet and trusted, with excellent boundaries around confidential and personal information.

• Commercially aware and able to understand what matters most in a scaling business.

• Clear and polished communicator who can build strong relationships at every level.

• Hands-on and low ego, comfortable moving between executive support, detailed administration and practical office problem-solving.

• Warm, professional and service-minded, creating a positive experience for colleagues, candidates, visitors and external partners.

• Comfortable being primarily based in our Dundrum office 4–5 days per week, with some flexibility by agreement and occasional out-of-hours support for travel changes or events.