Executive Assistant & Office Manager

Executive Assistant & Office Manager

💸Salary: Up to £55,000 per annum

📍Location: Hybrid - London HQ (2-3 days per week in our London HQ)

🧠Interview process: Two rounds. 1: Get to know you chat with the People Recruitment Manager ; 2: Competency interview with our COO & our Senior Executive Assistant

🤝Our Values:  Advancing, Come as you are, Zero burnout, Greta goal, We all level up together and Transparency  

📚Learn more about us: YouTube, read our Blogs.  Understand our values! 

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Who Are We?

Advancing Analytics are a market leader in delivering bleeding edge analytical solutions for customers all over the world. To thrive in today's market, businesses need to implement AI built on a solid, reliable Data Platform, and we are looking for you to help us build it!  

Who are we looking for?

We are looking for an Office Manager and Executive support assistant for our London HQ. You will run the day-to-day operations of our London office and provide executive support, primarily to one senior leader, working closely with the Senior Executive Assistant. As part of our growing data and AI consultancy, you will also coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.

Role Purpose

You will run the day-to-day operations of our London office and provide executive support, primarily to one or two senior leaders, working closely with the Executive Assistant. As part of our growing data and AI consultancy, you will also coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.

Key Responsibilities:

🌟Executive & Leadership Support

• Manage the designated Senior Leadership team’s diary, inbox, meetings, travel, itineraries and expenses, anticipating conflicts and adapting to changing priorities.

• Prepare agendas, meeting materials and client packs, capture actions and follow up with owners to keep momentum.

• Work with the Executive Assistant to coordinate priorities and provide agreed cover during their absence, escalating urgent matters appropriately.

• Build trusted working relationships with senior stakeholders, clients and external partners, handling confidential information with discretion.

• Act as a first point of contact for the leader, making good judgement calls on what needs their attention and when.

• Spot recurring tasks and bottlenecks and suggest ways to make the leader's time and workflow more effective.

🏢Office Co-ordination & Workplace Experience

• Act as the first point of contact for visitors, creating a professional and welcoming office environment while managing visitor access, passes, post, deliveries and couriers.

• Coordinate meeting rooms and support client and internal meetings, including scheduling, room preparation, AV and video-conferencing setup, catering arrangements and supplier management.

• Oversee the day-to-day running of the office, including facilities management, supplier relationships, stock control, office maintenance and ensuring a safe, organised and efficient workplace.

• Support employee onboarding and offboarding processes, including workspace setup, access management and office inductions.

• Manage office budgets and administrative processes, including purchase orders, supplier invoices and expense management.

• Serve as the primary contact for office IT and AV issues, liaising with external support providers to ensure timely resolution.

• Maintain accurate office procedures, records and supplier information, while continuously identifying opportunities to improve efficiencies and enhance the employee and client experience.

🥳Events & Company Support

• Plan and deliver company, client and partner events, including team days and office-based activities, from brief to on-the-day delivery.

• Coordinate venues, suppliers, catering, invitations, attendee communications and materials; gather feedback to improve future events.

• Maintain an events calendar and track budgets, purchase orders, invoices and deadlines, escalating risks or overspend.

• Provide on-site coordination for Growth, Marketing and Partnerships meetings and events, and handle related requests within this remit.

• Support internal communications, celebrations, volunteering and other culture initiatives.

🛟Facilities, Health & Safety

• Maintain fire-safety records and evacuation procedures; liaise with fire marshals, support drills and record outcomes.

• Document monthly office checks of fire exits, trip hazards and building condition; coordinate checks of extinguishers and emergency lighting with building management or specialists and escalate defects.

• Keep first-aider, emergency, landlord, building-management and key-holder contacts current; monitor first-aid supplies and coordinate training renewals.

• Record and escalate workplace incidents and accidents in line with company policy.

• Coordinate display screen equipment (DSE) and workstation assessments and maintain out-of-hours access records.

Key Skills:

Essential

• 3–5 years' experience in Executive Support, Personal Assistance or a similarly broad coordination role, ideally supporting senior leaders in a fast-moving technology business.

• Proven ability to manage competing priorities, anticipate needs and deliver reliably with limited supervision.

• Excellent written and verbal communication skills, with confidence engaging senior internal and external stakeholders.

• Strong judgement, discretion and professionalism when handling confidential or sensitive information.

• Experience coordinating internal, client or partner events and managing suppliers, logistics and budgets.

• A practical, service-led mindset with high standards and close attention to detail.

• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint and Planner.

• Flexibility to occasionally work outside core hours to support specific events.

Desirable

• Experience supporting a director-level or C-suite leader.

• Experience in a fast-growing professional services environment.

• Experience using finance, expense or procurement systems.

• Working knowledge of UK workplace health and safety requirements (e.g. IOSH Working Safely), or current first aid at work or fire marshal certification.

What will it be like to work for Advancing Analytics?

We are a small company and encourage everyone to have a voice within our collaborative and inclusive team from day one.  

As a consultancy with strong partnerships across Microsoft, Databricks, AWS, Sigma, Tabular Editor and dbt Labs, you’ll get hands-on access to some of the most exciting technology and learning opportunities in the industry. We know this market moves quickly, so we invest in our people for the long term, giving you the space to build real expertise, keep developing, and stay ahead of what’s next.

We’re also genuinely active in the wider data and AI community. That means speaking at events, sponsoring major industry moments like Big Data London, and showing up at some of the biggest stages in the space, including Databricks Data+AI Summit, Data+AI World Tour, and the Global AI AgentCon London.   

Aside from offering a competitive salary, we have a great set of benefits and perks including, but not limited to:

• Industry matching Maternity & Paternity policy 🐣

• Private Medical & Dental Care plus Eye care scheme 👁️

• Health & Well-being supplement 🩺

• 25 Days Annual Leave, Birthday Leave & Charity Leave 🌴

• Away days with the team 🚃

• Flexible Working Hours

• Electric Car Scheme 🚗

Our company values define us:

🚀 Advancing – Being part of a team that drives innovation and pushing boundaries of what’s possible. Our work redefines industry standards and challenges the status quo in the data world every day.

❤️ Come as you are – we are an inclusive company. When you work with us, rest assured you're working in a safe environment.

❌ Zero burnout – We have seen it happen, and we never want to be a company that pushes our staff to breaking point.

⬆️ We all level up together – we have each seen the benefit that being part of a community can have, it is transformational.

💡 Transparency – We are big believers that there are no secrets in Advancing Analytics, and we try to live this day to day.

You can read about our values in more detail here - https://www.advancinganalytics.co.uk/values 

Equal opportunities for everyone

At Advancing Analytics both diversity and inclusion are a priority. We are all committed to creating an inclusive environment where everyone feels valued, respected and empowered to be their authentic selves.

We are proud to be an equal opportunity employer; all applicants will be considered without regard to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, veteran status, neurodiversity or disability status.

This role profile is intended to provide an overview of the responsibilities and qualifications required for the Executive Assistant & Office Manager role. It is not an exhaustive list and may be subject to change to meet the needs of the organisation.