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About the Role

Advancing Analytics is seeking an Office Manager and Executive Support Assistant to manage daily office operations and provide executive support to a senior leader. This role involves coordinating events, supporting meetings, and ensuring smooth office functioning within a growing data and AI consultancy.

Responsibilities

Welcome visitors and maintain a professional, organised reception and shared office environment.
Manage visitor sign-in, passes and building access.
Receive and distribute post, deliveries and couriers.
Coordinate meeting room bookings, anticipate requirements and resolve scheduling conflicts.
Prepare and reset meeting rooms, including seating, presentation materials, AV and video-conferencing equipment.
Arrange refreshments and catering for client and internal meetings, managing suppliers and spend within agreed budgets.
Manage office, kitchen, IT and hospitality supplies, maintaining appropriate stock levels and value for money.
Oversee office maintenance and day-to-day supplier relationships.
Maintain clear office procedures, records and supplier information.
Support new-starter and leaver logistics, including workspace preparation, access passes, equipment coordination and office orientation.
Manage the office budget, raising purchase orders and processing supplier invoices and expenses.
Act as the first point of contact for office IT and AV issues.
Coordinate priorities and provide agreed cover during the Senior Executive Assistant's absence.
Manage the designated senior leader’s diary, inbox, meetings, travel, itineraries and expenses.
Prepare agendas, meeting materials and client packs, capture actions and follow up with owners.
Build trusted working relationships with senior stakeholders, clients and external partners.
Handle confidential information with discretion.
Plan and deliver company, client and partner events, including team days and office-based activities.
Coordinate venues, suppliers, catering, invitations, attendee communications and materials.
Gather feedback to improve future events.
Maintain an events calendar and track budgets, purchase orders, invoices and deadlines.
Provide on-site coordination for Growth, Marketing and Partnerships meetings and events.
Support internal communications, celebrations, volunteering and other culture initiatives.
Maintain fire-safety records and evacuation procedures.
Document monthly office checks of fire exits, trip hazards and building condition.
Coordinate checks of extinguishers and emergency lighting.
Keep first-aider, emergency, landlord, building-management and key-holder contacts current.
Monitor first-aid supplies and coordinate training renewals.
Record and escalate workplace incidents and accidents.
Coordinate display screen equipment (DSE) and workstation assessments.
Maintain out-of-hours access records.

Requirements

3–5 years’ experience in office management, executive support, operations or a similarly broad coordination role.
Proven ability to manage competing priorities, anticipate needs and deliver reliably with limited supervision.
Experience coordinating internal, client or partner events and managing suppliers, logistics and budgets.
Excellent written and verbal communication skills, with confidence engaging senior internal and external stakeholders.
Strong judgement, discretion and professionalism when handling confidential or sensitive information.
A practical, service-led mindset with high standards and close attention to detail.
Willingness to train as a first-aider and fire marshal.
Flexibility to occasionally work outside core hours to support events.
Experience in a consultancy, technology or other fast-growing professional services environment (Desirable).
Experience supporting a director-level or C-suite leader (Desirable).
Working knowledge of UK workplace health and safety requirements, ideally with IOSH Working Safely or an equivalent qualification (Desirable).
Current first aid at work or fire marshal certification (Desirable).
Experience using finance, expense or procurement systems (Desirable).

Skills

Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, Planner)
IOSH Working Safely or equivalent (Desirable)
First aid at work certification (Desirable)
Fire marshal certification (Desirable)
Finance systems (Desirable)
Expense systems (Desirable)
Procurement systems (Desirable)

Location

Hybrid - London HQ (3-4 days per week in our London HQ)

Work Type

Hybrid
Full-time

Experience Level

3-5 years

Salary/Compensations

Up to £45,000 per annum

Benefits

Industry matching Maternity & Paternity policy
Private Medical & Dental Care
Eye care scheme
Health & Well-being supplement
25 Days Annual Leave
Birthday Leave
Charity Leave
Away days with the team
Flexible Working Hours
Electric Car Scheme

About the Company

Advancing Analytics is a market leader in delivering bleeding edge analytical solutions for customers all over the world.
We are a small company and encourage everyone to have a voice within our collaborative and inclusive team from day one.
As a consultancy with strong partnerships across Microsoft, Databricks, AWS, Sigma, Tabular Editor and dbt Labs, you’ll get hands-on access to some of the most exciting technology and learning opportunities in the industry.
We invest in our people for the long term, giving you the space to build real expertise, keep developing, and stay ahead of what’s next.
We’re also genuinely active in the wider data and AI community, speaking at events and sponsoring major industry moments.
Our company values define us: Advancing, Come as you are, Zero burnout, We all level up together and Transparency.

Equal Opportunity

At Advancing Analytics both diversity and inclusion are a priority. We are all committed to creating an inclusive environment where everyone feels valued, respected and empowered to be their authentic selves.
We are proud to be an equal opportunity employer; all applicants will be considered without regard to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, veteran status, neurodiversity or disability status.