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About the Role

Run the day-to-day operations of our London office and provide executive support, primarily to one or two senior leaders, working closely with the Executive Assistant. Coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.

Responsibilities

Manage the designated Senior Leadership team’s diary, inbox, meetings, travel, itineraries and expenses, anticipating conflicts and adapting to changing priorities.
Prepare agendas, meeting materials and client packs, capture actions and follow up with owners to keep momentum.
Work with the Executive Assistant to coordinate priorities and provide agreed cover during their absence, escalating urgent matters appropriately.
Build trusted working relationships with senior stakeholders, clients and external partners, handling confidential information with discretion.
Act as a first point of contact for the leader, making good judgement calls on what needs their attention and when.
Spot recurring tasks and bottlenecks and suggest ways to make the leader's time and workflow more effective.
Act as the first point of contact for visitors, creating a professional and welcoming office environment while managing visitor access, passes, post, deliveries and couriers.
Coordinate meeting rooms and support client and internal meetings, including scheduling, room preparation, AV and video-conferencing setup, catering arrangements and supplier management.
Oversee the day-to-day running of the office, including facilities management, supplier relationships, stock control, office maintenance and ensuring a safe, organised and efficient workplace.
Support employee onboarding and offboarding processes, including workspace setup, access management and office inductions.
Manage office budgets and administrative processes, including purchase orders, supplier invoices and expense management.
Serve as the primary contact for office IT and AV issues, liaising with external support providers to ensure timely resolution.
Maintain accurate office procedures, records and supplier information, while continuously identifying opportunities to improve efficiencies and enhance the employee and client experience.
Plan and deliver company, client and partner events, including team days and office-based activities, from brief to on-the-day delivery.
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, escalating risks or overspend.
Provide on-site coordination for Growth, Marketing and Partnerships meetings and events, and handle related requests within this remit.
Support internal communications, celebrations, volunteering and other culture initiatives.
Maintain fire-safety records and evacuation procedures; liaise with fire marshals, support drills and record outcomes.
Document monthly office checks of fire exits, trip hazards and building condition; coordinate checks of extinguishers and emergency lighting with building management or specialists and escalate defects.
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 in line with company policy.
Coordinate display screen equipment (DSE) and workstation assessments and maintain out-of-hours access records.

Requirements

3–5 years' experience in Executive Support, Personal Assistance or a similarly broad coordination role, ideally supporting senior leaders in a fast-moving technology business.
Proven ability to manage competing priorities, anticipate needs and deliver reliably with limited supervision.
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.
Experience coordinating internal, client or partner events and managing suppliers, logistics and budgets.
A practical, service-led mindset with high standards and close attention to detail.
Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint and Planner.
Flexibility to occasionally work outside core hours to support specific events.
Experience supporting a director-level or C-suite leader.
Experience in a fast-growing professional services environment.
Experience using finance, expense or procurement systems.
Working knowledge of UK workplace health and safety requirements (e.g. IOSH Working Safely), or current first aid at work or fire marshal certification.

Skills

Microsoft 365
Outlook
Teams
Word
Excel
PowerPoint
Planner
UK workplace health and safety requirements
IOSH Working Safely
First aid at work
Fire marshal certification

Location

London HQ

Work Type

Hybrid

Experience Level

3-5 years

Salary/Compensations

Up to £55,000 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 are 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 know this market moves quickly, so 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. That means speaking at events, sponsoring major industry moments like Big Data London, and showing up at some of the biggest stages in the space, including Databricks Data+AI Summit, Data+AI World Tour, and the Global AI AgentCon London.

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.