Executive Assistant & Office Manager

Oxford, ENG, GB, United Kingdom

Job Description

About Us:



We're a small but growing team overseeing a group of independent coffee shops, a bakery, and a wholesale/online coffee and food business -- all based in Oxfordshire (for now). We care deeply about great coffee, great food, and creating places people want to come back to.

We're proudly independent, value simplicity, and try to make work feel like a place where people are looked after, supported, and trusted. Our team includes bakers, baristas, roasters, and ops staff -- and we work closely together to make things happen without endless meetings or bureaucracy.

About the Role:



This is a new role to support both our Managing Director (Ori Halup) and CFO (Emilie Lambert) with admin, organisation, scheduling, and general business operations -- plus a bit of HR admin and office coordination. We're looking for someone who's super organised, calm, and happy wearing a few different hats.

You'll help keep on top of our tools and systems (Google, Notion, payroll, till software, etc.), support the team with onboarding and hiring paperwork, and be the kind of person who remembers the things other people forget. There's a lot of variety -- some spreadsheet work, some planning, some people stuff, some logistics -- and a lot of trust to make it your own.

Responsibilities:



For the MD & CFO:



Managing calendars, scheduling meetings, and setting reminders Preparing meeting notes, following up on actions, and keeping us on track Updating spreadsheets, docs, and reports to help monitor progress and priorities Keeping digital filing systems (Google Drive, Notion, etc.) tidy and easy to use

Systems & Tools:



Maintaining a central record of all tools, logins, users, and subscriptions Tracking software costs, renewals, and system usage Onboarding/offboarding team members on systems (email, POS, payroll, etc.) Suggesting and supporting tools that improve team efficiency -- including AI tools like ChatGPT, Notion AI, Zapier, etc.

Office & Admin:



Coordinating office supplies and equipment Keeping things running smoothly and being the go-to person for team admin Liaising with landlords, suppliers, and service providers Helping prepare for audits and internal reporting

HR Admin Support:



Posting job ads, scheduling interviews, and managing hiring admin Preparing contracts and onboarding documents for new starters Keeping staff records up to date (contracts, holiday, sick leave, etc.) Supporting onboarding and offboarding checklists Handling sensitive info discreetly and professionally

About You:



Exceptionally organised and a natural problem-solver Confident with spreadsheets, documents, and cloud-based tools Strong written and verbal communicator Comfortable juggling multiple tasks and keeping calm under pressure Curious and tech-savvy -- interested in tools that make life easier Friendly, dependable, and discreet Experience in small business, hospitality, or food operations is a bonus Experience with HR admin is helpful, but you don't need to be CIPD qualified

Perks & Benefits:



Great coffee all day, every day! Regular bakery tastings A friendly, supportive team who actually like working together We value work-life balance and avoid unnecessary meetings or out-of-hours pressure Staff discounts in our cafes and online shop Opportunities to grow into new areas of the business as we expand

Details:



Salary:

32,000-36,000 DOE

Hours:

Full-time (generally Mon-Fri, some flexibility possible)

Location:

Oxford (office-based)

Start date:

ASAP
Job Types: Full-time, Permanent

Pay: 32,000.00-36,000.00 per year

Additional pay:

Performance bonus Yearly bonus
Benefits:

Bereavement leave Casual dress Company events Company pension Cycle to work scheme Discounted or free food Employee discount Sick pay Store discount
Schedule:

8 hour shift Holidays Monday to Friday Weekend availability
Work Location: In person

Reference ID: Executive Assistant & Office Manager - Missing Bean

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Job Detail

  • Job Id
    JD3336152
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Oxford, ENG, GB, United Kingdom
  • Education
    Not mentioned