Executive Assistant and Office Manager

London Source: WhatJobs

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Executive Summary

Culinary Collective brings together distinctive hospitality concepts, exceptional food and operational expertise to create, mobilise and operate hospitality businesses for owners, brands and property partners.

We are seeking a highly organised, proactive Executive Assistant & Office Manager to support our senior leadership team and ensure the smooth running of our UK office.

This is a shared role across several senior leaders, providing reliable support with diary management, scheduling, travel, meeting coordination and day-to-day administration. Alongside this, you will take ownership of the office environment, making sure it is organised, well equipped and welcoming for colleagues and visitors.

You will bring order to busy schedules, anticipate what is needed and make it easier for our leaders to focus on their priorities. You will be comfortable balancing competing requests, handling sensitive information and following through without needing repeated direction.

What You’ll Achieve in Your First 12 Months

Make leadership schedules run smoothly

Coordinate diaries across the senior leadership team, arranging internal and external meetings, resolving clashes and protecting time for important priorities.

Use sound judgement to balance requests across leaders, clarify priorities where needed and keep everyone informed as arrangements change. Build an understanding of each leader’s working style and the business’s regular commitments.

Keep meetings organised and well prepared

Manage the practical coordination of leadership meetings, business reviews, one-to-ones and other recurring sessions, including invitations, rooms, video links and materials.

Ensure agendas and papers are requested and circulated in good time. Where required, capture concise actions and follow up with owners so commitments remain visible.

Deliver reliable travel and administrative support

Arrange domestic and international travel, accommodation and itineraries, taking account of timing, cost, preferences and changing schedules.

Support expense submissions, document preparation, correspondence and other executive administration. Ensure arrangements are accurate, clearly communicated and easy for leaders to access.

Run an organised and welcoming UK office

Own the day-to-day coordination of the office, including supplies, meeting spaces, deliveries, visitors and relationships with office suppliers and building management.

Coordinate cleaning, maintenance and equipment issues with the relevant providers. Keep the office presentable and functioning well, resolving practical problems promptly and managing purchases within agreed budgets.

Support a positive employee and visitor experience

Work with the people and technology teams to coordinate the practical elements of office onboarding, including access, workspaces, equipment and first‑day arrangements.

Help organise team meetings, office events and leadership offsites. Ensure guests, candidates and external partners receive a professional and welcoming experience.

Establish simple, dependable ways of working

Put straightforward systems in place for scheduling requests, travel, expenses, meeting coordination and office administration.

Agree clear priorities and service expectations with the leaders you support, keeping visibility of outstanding requests and flagging conflicting deadlines early. Maintain organised records and handle confidential information with discretion.

Key Requirements

Experience supporting multiple senior leaders. A proven background as an Executive Assistant, Team Assistant or Personal Assistant with responsibility for busy diaries and competing priorities.
Excellent organisation and attention to detail. Able to manage multiple requests accurately and keep track of deadlines, arrangements and follow‑ups.
Strong scheduling judgement. Comfortable coordinating complex diaries, working across time zones and adapting quickly when plans change.
A proactive, practical approach. You anticipate needs, spot problems early and take ownership of resolving them.
Office coordination experience. Comfortable managing suppliers, supplies, visitors and the everyday requirements of a well‑run workplace.
Clear, professional communication. Confident dealing with senior colleagues, clients, candidates and external partners.
Discretion and trustworthiness. Able to handle sensitive business and people information appropriately.
Confidence with everyday business tools. Comfortable using calendars, email, documents, spreadsheets, presentations and video conferencing tools.
Calmness and sound prioritisation. Able to balance requests from several leaders, clarify urgency and communicate realistic timelines.
A collaborative, service‑minded approach. Happy to move between executive support and practical office tasks, taking pride in making the working day easier for others.