Personal Assistant & Office Manager

Full time office-based role

Salary: £40,000 – £50,000 per annum

Based: Southwest London

We are seeking a highly experienced PA / Office Manager to join one of our clients, a successful organisation based in Southwest London.

This is an excellent opportunity for a highly organised and proactive individual to take on a pivotal role within the business. Acting as the Director’s right-hand person, you will also provide key support to the senior leadership team.

Due to the dynamic nature of the role, the ideal candidate will demonstrate exceptional organisational and time-management skills, with the ability to anticipate needs, manage priorities effectively, and ensure the smooth day-to-day running of the office.

Key Responsibilities

Personal Assistant (70%)

• Diary management for the Director, including triaging, prioritising, and protecting his time.
• Inbox management for the Director: monitoring, triaging, flagging priorities, drafting replies on his behalf where appropriate, and ensuring nothing slips through the cracks.
• General executive support across the wider Senior Leadership Team, including travel planning and booking, meeting organisation, agendas, prep materials, and follow-ups.
• Gatekeeping access to the founders and SLT where required.
• Booking and coordinating UK and international travel, including flights, accommodation, transfers, and itineraries.
• Preparing and submitting expense claims, reconciling receipts, and tracking spend.
• New starter onboarding: coordinating first-day logistics, IT, stationery, paperwork, and induction scheduling.
• Maintaining and updating the HR system, ensuring records, holidays, and people data are accurate and current.
• Booking and managing attendance at regular staff sessions, including massages, HIIT, and yoga.
• Sourcing and arranging client gifts, hospitality, and corporate entertainment.
• Handling personal errands and ad hoc tasks for the founders where appropriate.

Office Manager (30%)

• Maintaining a safe, clean, and welcoming office environment day to day.
• Liaising with key suppliers, including EON, British Gas, Virgin Media, water machine providers, phone providers, fire safety contractors, and office snack suppliers.
• Liaising with the managing agent on maintenance, repairs, and building issues.
• Coordinating fire safety checks, boiler servicing, and other compliance tasks.
• Managing office supplies, snacks, communal areas, and appliances.
• Managing car parking allocations and cleaner supply requests.
• Supporting team wellbeing in the office: checking in with people, providing pastoral care, and being a friendly first point of contact for anyone who needs it.

Person Specification:

Essential

• Proven PA experience supporting senior leaders or founders, ideally in a fast-paced SME or agency environment.
• Highly organised, with the ability to juggle competing priorities across multiple principals.
• Strong written and verbal communication, comfortable representing the leadership team externally.
• Discreet and trustworthy with confidential information.
• Proactive problem-solver who anticipates rather than reacts.
• Warm, approachable manner with genuine interest in people and their wellbeing.
• Strong Microsoft 365 skills (Outlook, Teams, Word, Excel, PowerPoint).

Desirable

• Previous exposure to office management or facilities coordination.
• Experience supporting more than one principal at a time.
• Background in a recruitment, media, or professional services business.