Office Manager & Executive Support

Office Manager & Executive Support

💸Salary: Up to £45,000 per annum

📍Location: Hybrid - London HQ (3-4 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.

Key Responsibilities:

🏡Front of House

• Welcome visitors and maintain a professional, organised reception and shared office environment.

• Manage visitor sign-in, passes and building access with the building reception team.

• Receive and distribute post, deliveries and couriers.

🫱🏼‍🫲🏼Meeting & Client Support

• Coordinate meeting room bookings, anticipate requirements and resolve scheduling conflicts.

• Prepare and reset meeting rooms, including seating, presentation materials, AV and video-conferencing equipment.

• Arrange refreshments and catering for client and internal meetings, managing suppliers and spend within agreed budgets.

🏢Office Administration

• Manage office, kitchen, IT and hospitality supplies, maintaining appropriate stock levels and value for money.

• Oversee office maintenance and day-to-day supplier relationships, liaising with cleaners, contractors and building management to resolve issues promptly.

• Maintain clear office procedures, records and supplier information, identifying practical improvements to how the office operates.

• Support new-starter and leaver logistics, including workspace preparation, access passes, equipment coordination and office orientation.

• Manage the office budget, raising purchase orders and processing supplier invoices and expenses in line with finance procedures.

• Act as the first point of contact for office IT and AV issues, liaising with the IT support provider to resolve them.

🪴Executive & Leadership Support

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

• Manage the designated senior leader’s diary, inbox, meetings, travel, itineraries and expenses, anticipating conflicts and changing priorities.

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

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

🥳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 office management, executive support, operations or a similarly broad coordination role.

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

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

• 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.

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

• Willingness to train as a first-aider and fire marshal.

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

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

Desirable

• Experience in a consultancy, technology or other fast-growing professional services environment.

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

• Working knowledge of UK workplace health and safety requirements, ideally with IOSH Working Safely or an equivalent qualification.

• Current first aid at work or fire marshal certification.

• Experience using finance, expense or procurement systems.

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 Office Manager & Executive Support role. It is not an exhaustive list and may be subject to change to meet the needs of the organisation.