Executive Assistant

Role- Executive Assistant

Location: London, UK

Reporting To: Head - UK Facilities & Administration

Role Summary

• Manage end-to-end office operations for the London site
• Ensure seamless workplace experience with strong cost discipline
• Act as the single point of contact for facilities, admin, and vendor coordination

Key Responsibilities

• Office Operations:
  • Manage day-to-day office functioning (workspace, meeting rooms, reception)
  • Ensure upkeep, maintenance coordination, and space utilisation
• Vendor Management:
  • Manage vendors (security, housekeeping, maintenance, catering)
  • Track SLA performance and drive service improvements
• Cost Management:
  • Monitor budgets, invoices, and spend
  • Identify and deliver cost efficiency initiatives across operations
• Health, Safety & Compliance:
  • Ensure adherence to workplace safety and compliance standards
  • Support audits, risk assessments, and safety drills
• Employee Experience:
  • Ensure high-quality Front Office and visitor experience
  • Manage office services (pantry, supplies, amenities, events support)
• Administration & Governance:
  • Manage courier, logistics, and administrative tasks
  • Maintain records, MIS, and compliance documentation
• Stakeholder Coordination:
  • Work with HR, IT, and business teams
  • Act as escalation point for office-related issues

Key KPIs

• Smooth office operations and uptime
• Vendor SLA compliance (>95%)
• Cost savings and budget adherence
• Employee satisfaction (workplace experience)
• Compliance with safety and audit standards

Qualifications & Experience

• 3-5 years of relevant experience in Office Management/Facilities/Administration
• Experience in corporate office environments
• Exposure to vendor coordination and cost tracking
• Working knowledge of basic workplace safety practices

Skills & Competencies

• Resourceful, self-motivated, go-getter mindset
• Strong focus on cost efficiency and value creation
• Ability to work independently with high ownership
• Hands-on execution and problem-solving capability
• Strong vendor and stakeholder management skills

Behavioral Expectations

• Proactive and takes initiative beyond defined responsibilities
• Continuously identifies cost-saving opportunities
• Delivers outcomes with speed and accountability
• Maintains high ownership and reliability