Overview of the Role
The Executive Assistant / Office Supervisor is responsible for providing high-level executive support to the CEO and Directors while ensuring the smooth day-to-day running of the Head Office environment.
This is a position of trust requiring exceptional organisation, discretion, confidentiality, and professionalism. The role involves managing complex diaries, coordinating internal and external meetings, handling sensitive communications, overseeing office administration, and ensuring the office operates efficiently to the highest standards.
The post holder acts as a key point of contact for senior leadership, internal teams, suppliers, clients, and visitors, maintaining strong relationships and ensuring seamless communication across all areas of the business. In addition to executive support, the role carries responsibility for office supervision, front-of-house management, facilities coordination, and ensuring the office environment reflects the professionalism and standards of the Group.
This role requires flexibility, strong attention to detail, excellent judgement, and the ability to manage multiple priorities in a fast-paced and often changing environment.
Key Responsibilities:
1. Executive Support and Diary Management
o Provide full executive support to the CEO and Directors, managing complex and fast-moving diaries across multiple businesses and locations.
o Coordinate internal and external meetings, ensuring efficient scheduling, prioritisation, and diary optimisation.
o Manage back-to-back meetings, agendas, appointments, and last-minute schedule changes with professionalism and urgency.
o Handle all incoming and outgoing communication on behalf of Directors, including emails, calls, and correspondence.
o Maintain complete confidentiality when managing sensitive personal and business matters.
o Arrange and prepare all relevant documents for meetings, presentations, and executive briefings.
o Maintain organised filing systems, records, databases, and confidential documentation.
o Support personal administration for Directors and family members where required, including vehicle administration, bookings, appointments, and household coordination.
o Manage monthly expense claims and ensure accurate submission of executive expenses.
o Provide ad hoc personal and professional support as required.
o Prepare refreshments, beverages, and working lunches for the CEO, Directors, and visitors throughout the day as required.
o Coordinate and arrange breakfast meetings, lunches, executive dining, and hospitality requirements both internally and externally.
o Ensure the CEO's daily working environment is fully prepared and maintained, including refreshments, meeting readiness, and executive hospitality standards.
o Anticipate executive requirements proactively, ensuring smooth day-to-day support without the need for instruction.
2. Stakeholder Management and Communication
o Act as a trusted first point of contact for key internal and external stakeholders on behalf of the CEO and Directors.
o Build and maintain strong professional relationships with senior stakeholders, clients, suppliers, and partners.
o Ensure meetings are scheduled promptly with appropriate follow-up and clear communication.
o Liaise confidently across all levels of the business, including senior leadership and operational teams.
o Manage confidential information with discretion and maturity.
o Ensure all communication is handled professionally, efficiently, and in line with executive expectations.
o Follow up on actions, deadlines, and outstanding matters to ensure effective completion.
3. Meeting Coordination and Executive Administration
o Prepare agendas, reports, presentations, board packs, and supporting documentation for meetings.
o Source background information and relevant documentation to support executive decision-making.
o Print, bind, scan, and distribute documents where required for meetings and presentations.
o Take accurate and professional minutes during meetings and distribute follow-up actions where required.
o Coordinate company-wide communications and distribute relevant documents to stores and departments.
o Maintain both electronic and manual filing systems to a high standard.
o Support confidential project work and executive-level ad hoc assignments.
4. Office Management and Facilities Supervision
o Manage all day-to-day office administration processes, procedures, and facilities management for Head Office.
o Ensure the office is fully operational, professional, clean, and prepared daily for staff, visitors, and meetings.
o Oversee office supplies, stationery, equipment, and purchasing requirements across departments.
o Source cost-effective suppliers and manage supplier relationships for office services and equipment.
o Coordinate annual maintenance for office facilities including alarms, air conditioning, printers, scanners, and general maintenance.
o Liaise with contractors, suppliers, landlords, and service providers to resolve office issues efficiently.
o Manage cleaners and ensure office cleanliness and presentation standards are consistently maintained.
o Conduct general office risk assessments and ensure compliance with health and safety standards.
o Carry out Fire Marshal duties and act as a designated office keyholder.
5. Reception and Front-of-House Management
o Supervise the reception and front-of-house function, ensuring a professional and welcoming environment at all times.
o Welcome visitors, clients, and guests to the office and announce arrivals to relevant staff members.
o Ensure reception and meeting areas reflect the professionalism and standards of the company.
o Manage incoming calls, emails, post, deliveries, couriers, and collections efficiently and professionally.
o Sign for deliveries and ensure prompt internal distribution of post and packages.
o Maintain the meeting room booking system and coordinate room usage across the business.
o Ensure meeting rooms are fully prepared for internal and external meetings, including refreshments and presentation requirements.
o Prepare beverages and organise catering or meals for Directors, visitors, and meetings where required.
6. Travel, Events and Logistics Coordination
o Manage all travel arrangements for Directors including flights, hotels, transport, visas, and itineraries for both business and personal travel.
o Coordinate travel logistics and schedules with precision, ensuring all arrangements are seamless and cost effective.
o Support wider business events including conferences, company events, leadership meetings, and executive functions.
o Arrange venues, catering, accommodation, transport, and logistics for internal and external events.
o Provide flexibility for urgent out-of-hours bookings, late evening arrangements, and emergency weekend scheduling where required.
o In rare cases, accompany Directors on travel visits, including overnight stays where necessary.
7. Financial Administration and Supplier Management
o Process purchase orders, invoices, approvals, and supplier payments in a timely and accurate manner.
o Monitor office expenditure and ensure purchases are controlled and cost effective.
o Order office supplies, stationery, refreshments, and operational resources on behalf of the business.
o Liaise with finance teams and suppliers to resolve invoice queries and maintain accurate records.
o Support executive expense reconciliation and monthly reporting requirements.
o Maintain supplier documentation, contracts, and service records where required.
8. Confidentiality, Professionalism and Business Support
o Maintain the highest levels of confidentiality, trust, and discretion across all business and personal matters.
o Exercise sound judgement and professionalism when handling sensitive situations and executive-level decisions.
o Support and manage other executive staff where required, including drivers, housekeepers, and service providers.
o Assist with ad hoc projects, operational priorities, and urgent business requirements as directed by the CEO.
o Work autonomously with minimal supervision while maintaining excellent attention to detail.
o Demonstrate flexibility around the needs of the business and senior leadership at all times.
o Uphold company standards, values, and professionalism across all areas of responsibility.
Skills & Qualifications:
• Previous experience in a similar Executive Assistant / Personal Assistant role with a combination of office management and front of house responsibilities.
• Front Office Representative or similar front-of-house experience.
• Strong diary and calendar management experience, particularly using Outlook.
• Experience managing senior stakeholders and executive-level administration.
• Hands-on experience with office equipment including printers, scanners, and general office systems.
• Experience working in a fast-paced environment while managing multiple competing priorities.
• Experience organising meetings, travel, events, and executive schedules.
• Strong administrative background with excellent organisational capability.
• Experience managing confidential information and high-level executive support.
• Speed typing and accurate document preparation skills.
• Degree qualified or equivalent professional qualification an advantage.
Required:
• Professional attitude, presentation, and appearance at all times.
• Exceptional discretion, trustworthiness, and confidentiality.
• Strong organisational skills with excellent attention to detail.
• Excellent written and verbal English communication skills.
• Excellent interpersonal and stakeholder management skills.
• Strong analytical thinking and problem-solving ability.
• Ability to remain calm and composed under pressure.
• Highly organised, flexible, and capable of managing changing priorities.
• Advanced Microsoft Office skills including Outlook, Word, Excel, and PowerPoint.
• Ability to work autonomously and use initiative.
• Strong multitasking and time-management skills with the ability to prioritise effectively.
• Ability to work to deadlines and maintain high standards of accuracy.
• Resourceful, proactive, and solution-focused approach.
• Customer service mindset with the ability to contribute positively as part of a professional office team.
Benefits:
• Competitive salary.
• Opportunity to work closely with senior leadership within a successful and growing organisation.
• Stable, long-term role within a professional and high-performing environment.
