Executive Assistant, Personal Assistant & Office Manager

Executive Assistant, Personal Assistant & Office Manager

Key Responsibilities

Office Manager

• Work with the team on all office maintenance, management and efficient running — including ordering supplies (water, drinks, food, stationery) and general administration
• Meet and greet all visitors, extend hospitality and ensure they feel welcome and comfortable
• Ensure the office and meeting rooms are always ready, presentable and well-maintained
• Answer the office phone within three rings
• Maintain a comprehensive filing system on the OneDrive Server
• Manage the phone system and liaise with the Communications Provider
• Take full responsibility for all IT office-related issues
• Enforce a clear desk policy for all staff
• Manage incoming and outgoing mail with date stamping and scanning into OneDrive
• Ensure weekly reports are received, compiled and distributed to the board on time (creating spreadsheets, extracting Asana reports and chasing task holders)
• Oversee health, safety and compliance policies; ensure they are always adhered to
• Book and schedule all maintenance; keep fire safety plans and documentation up to date
• Solely responsible for the scheduling of all maintenance activities

Executive Assistant

• Full management of directors’ diaries and scheduling
• Provide ad‑hoc admin support and appointment scheduling for other board members
• Manage all vehicle‑related administration (MOTs, insurance, servicing, road tax)
• Take accurate, well‑presented minutes in various meetings
• Attend all senior meetings and Board meetings
• Prepare agendas, meeting minutes and follow‑up action points
• Coordinate internal and external communications
• Handle confidential documents and sensitive data with discretion
• Manage expense reports, invoices and budget tracking

Personal Assistant (to CEO & Family)

Note: This is a significant part of the role. You will provide comprehensive support to the CEO (Deepak) and his family, including personal and household matters. High levels of discretion, organisation and availability outside standard hours are essential.

• Manage calendars, schedule appointments and set reminders for the CEO and his family
• Organise events and personal engagements
• Manage and lodge all insurance claims; handle refunds and returns
• Arrange car servicing, insurance renewals and vehicle registrations
• Book all travel, accommodations and create detailed itineraries
• Check in travelling guests and provide specific parameters for their travel needs
• Manage travel visas, passports and all related documentation
• Be available after work and on weekends for ad‑hoc tasks
• Daily management of household staff, vendors and maintenance schedules
• Maintain updated Asana task lists for The Broadwalk and follow up daily
• Produce weekly reports tracking household staff performance, summarising tutors’ findings and extrapolating insights for future childhood development
• Research and book holidays, restaurants and activities for specified dates
• Research and organise potential activities for the CEO’s daughter
• Purchase online shopping items requested for the household
• Manage subscriptions, memberships and renewals
• Liaise with legal, financial and professional service providers

Project Management

• Circulate meeting notes and action points; take ownership of following up on all points
• Act as the primary manager of the project management software (Asana)
• Ensure all actionable tasks are input into the system, clearly described and assigned to specific team members
• Associate tasks with due dates and ensure delivery within agreed timelines
• Monitor project progress and ensure deadlines are met
• Proactively follow up with team members as task due dates approach
• Hold regular status meetings and provide updates to stakeholders
• Maintain detailed documentation and records of all projects

Human Resources

• Set up and maintain all HR practices, systems, forms and processes
• Handle all legal requirements for starters and leavers, plus monthly/quarterly HR reporting (including KPIs)
• Manage the holiday and out-of-office system for the entire group, including approval workflows and dependency rules (e.g. no two senior managers away simultaneously)
• Lead all staff onboarding and exiting processes, including contract setup
• Manage and maintain overseas sponsorship licence processes
• Maintain Connect Teams and associated software as a team management, updates and rewards platform
• Produce and circulate monthly HR reports
• Maintain and circulate the daily attendance tracker

Requirements

Who We’re Looking For

The ideal candidate will be exceptionally organised, discreet, proactive and comfortable operating at both strategic and detailed personal levels.

Experience

• Proven experience as an Office Manager supporting senior management / C-suite
• Background in property development or construction is advantageous

Skills

• Outstanding organisational skills with the ability to multitask and prioritise effectively
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
• Comfortable with virtual meeting tools (MS Teams, Zoom)

Attributes

• Professional, flexible and calm under pressure
• High level of integrity, confidentiality and meticulous attention to detail
• A true team player with a proactive, solutions-oriented mindset
• Comfortable managing both corporate and personal/family matters with discretion
• No offshore or sponsorship applicants

About the Company

At Kings Oak Capital, we believe in fostering creative minds. Our purpose is to push boundaries and unlock new possibilities, enabling individuals to maximise their potential. This belief has guided us since our inception. As a values-driven organisation, we are dedicated to operating ethically and sustainably while promoting a collaborative environment that empowers people from diverse backgrounds to thrive.

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