Office Manager & Executive Assistant (NJE) at Executive Jet Management in London, GB, W8 5EH

Job description

• The Office Manager & Executive Assistant is responsible for the overall management and efficiency of the NetJets London office, ensuring a professional and client-ready environment aligned with NetJets’ brand and standards.
• This role acts as the central point of coordination for office operations, combining facilities management, administration and front-of-house excellence. The Office Manager & Executive Assistant will take a proactive, solutions-oriented approach to ensure the office operates seamlessly, supporting business needs.

Responsibilities

• Front of House & Office Management
• · Serve as the primary point of contact for visitors and office-related matters, ensuring a professional, welcoming environment and efficient resolution of requests.
• · Ensure meeting rooms are prepared to a high standard, including catering and technology, while maintaining office presentation in line with NetJets standards
• · Oversee all incoming and outgoing mail, including the coordination of courier services, and timely distribution across the office.
• · Manage office supplies and inventory, ensuring availability, cost control and payment.
• · Manage access control, including security badges.
• · Maintain accurate directories.
• · Support and participate in office initiatives, including coordinating and arranging catering and logistics for staff events and engagement activities.
• Executive Support
• · Assist and support the VP, Sales, by managing and coordinating their calendar and administrative activities, ensuring the calendar remains up to date and optimised for efficiency.
• · Coordinate arrangements for meetings and conferences, assembling appropriate material to ensure their smooth execution.
• · Liaise with Travel to coordinate all requested travel arrangements to ensure that itinerary and accommodation are efficiently arranged.
• · Organise visits and host VIP Guests to ensure a successful visit that consistently reflects and upholds the highest standards and image of NetJets.
• · Assist with preparation and document sharing, as necessary.
• · Provide backup support for other Executive Assistants as required.
• Facilities
• · Support Real Estate & Facilities Manager with annual budget planning, forecasting and capital management.
• · Oversee the maintenance, safety, and functionality of the office environment.
• · Coordinate and manage vendors, contractors, and service providers while partnering with the Procurement team to oversee contracts, renewals and procurement activities.
• · Conduct regular inspections, generating property records and inspection reports while identifying, addressing, and escalating any maintenance or safety issues
• · Support the implementation of emergency procedures, business continuity, and evacuation drills.
• · Liaise with building management and attend facilities meetings.
• • Monitor and control the facilities budget for the London and Munich office, ensuring cost efficiency.
• • Review and process invoices and expenses in accordance with company procedures.
• · Ensure full compliance with Health & Safety standards, including meeting all requirements for trained First Aiders and Fire Marshals in line with regulatory guidelines.
• · Maintain records related to risk assessments and compliance documentation.
• · Act as the local contact for audits or inspections related to office operations.
• · Other duties can be performed subject to being within the same professional career, considered related or functionally linked.

Requirements

• Bachelor's
• Certifications and Licenses
• 4-6 years of experience
• Adaptability
• Collaboration
• Curiosity
• Service-Oriented
• Strives For Positive Results
• • Minimum 5 years experience in office management, facilities coordination, and executive support in a fast-paced environment.
• • Understanding of health and safety and workplace compliance requirements preferred.
• • Strong organisational and multitasking abilities, with excellent attention to detail.
• • Highly proactive, with the ability to anticipate needs, prioritise effectively and resolve issues independently.
• • Excellent communication and interpersonal skills, with a strong customer service mindset.
• • Demonstrated experience managing vendors, budgets and service providers.
• • Ability to manage confidential and sensitive information with discretion.
• • Decision making and ownership mindset.
• • Highly professional, polished, and aligned with premium brand standards.
• • Collaborative team player with a positive, can-do attitude.
• • Strong IT skills (MS Office and office systems).
• • Ability to work effectively in a fast-paced, dynamic environment.

Skills

Required

• Excellent attention to detail
• Highly proactive
• Ability to anticipate needs
• Prioritise effectively
• Resolve issues independently
• Strong customer service mindset
• Decision making and ownership mindset