Job Description

ABOUT THE ROLE

We are seeking a highly detail-oriented, proactive, and polished Executive Assistant & Operations Manager to provide outstanding support across our senior leadership team and support across business operations. This role combines executive and personal assistance responsibilities with operational coordination, offering variety and the opportunity to work closely with key decision-makers across the business.

You will be responsible for managing complex diaries and travel logistics for three Directors and the Head of Asset Management and working collaboratively with the Operations Management team to provide best in class operational support for our clients and team.

This is an exciting opportunity for someone who thrives in a fast-paced, professional environment, has exceptional attention to detail, a can-do attitude and takes pride in creating a polished and efficient workplace.

KEY ACCOUNTABILITIES INCLUDE:

Executive Support

Provide seamless diary and meeting management for Directors and Head of Asset Management, proactively anticipating scheduling needs, managing priorities and resolving conflicts. Arrange frequent domestic and international travel itineraries including flights, accommodation and transfers. Manage inboxes for Directors, monitoring emails, flagging priorities, drafting responses, and ensuring timely follow-up on key actions. Prepare meeting packs, briefing notes, agendas, and presentation materials where required. Process and reconcile expenses for Directors and Head of Asset Management in a timely and accurate manner. Uphold strict confidentiality when handling sensitive information and maintain a consistently high level of professionalism in all interactions.
Operations Management

Be the first point of contact for all guests and visitors, always ensuring a professional and welcoming experience. Ensure meeting rooms and guest facilities are tidy, prepared and fully stocked with necessary supplies ahead of bookings - including coordination of refreshments and AV support where needed. Collaborate with the Operations Manager to maintain a well-presented, high-functioning office environment, including light tidying and day-to-day oversight of shared spaces. Assist with incoming post, deliveries, and general office logistics to ensure smooth daily operations. Ad hoc support on a variety of projects across Operations functions. Assist with internal and external event co-ordination - from early planning stages through to execution. Contribute to wider operational projects and process improvements across the business as needed. Provide cover for the Operations Manager during periods of leave, ensuring continuity across day-to-day office operations. Be willing and able to step in to support the wider team with operational tasks and priorities as they arise, demonstrating a flexible, team-first approach.

WHO WE ARE LOOKING FOR:

Key Skills:

Exceptional organisation and time management - able to manage multiple schedules, priorities and tasks efficiently in a fast-paced environment. Strong attention to detail, especially when handling diaries, inboxes, travel logistics, expenses and meeting preparation. Excellent communication skills - both written and verbal, with the ability to liaise confidently with stakeholders at all levels. Proven ability to handle sensitive and confidential information with discretion and professionalism. Takes initiative, anticipates needs, and follows through with minimal supervision. Able to multitask and comfortable switching between executive support, admin tasks, and office support responsibilities. Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and comfortable using new tools as required. Strong interpersonal skills - warm, welcoming and confident when engaging with internal teams, guests and clients. Willingness to perform hands-on tasks, including light tidying of shared spaces and meeting rooms. Comfortable working closely with various internal stakeholders and stepping in to assist across departments when needed.
Qualifications and Experience:

2 - 3 years of relevant experience. Demonstrated experience supporting senior leadership diary, inbox and travel management. Exposure to client-facing or front-of-house responsibilities, ideally within professional services or corporate environment. Familiarity working with a high-performing, fast-paced environment where priorities shift quickly. Professional presentation and a genuine commitment to delivering a first-class guest experience.

BENEFITS & BEYOND

Career Progression: opportunities to grow your career in a pan-European network, with access to frequent training and development opportunities. Flexible Benefit Allowance: options to choose the benefits that matter most to you including pension top-ups, private medical and ClassPass. Work-Life Balance: hybrid working policy, 25 days annual leave increasing with length of service up to a maximum of 30 plus work-from-anywhere options. Health & Wellbeing: cycle to work scheme, flu jabs, eye care cover, employee assistance programmes, wellbeing programmes, team socials and annual ski and safari trips. Supportive Environment: enhanced family leave policies, parent and carers support group and DE&I committee, company sick pay and paid leave for unexpected absence needs.
Read more about our full benefits package on our website: https://www.apamuk.com/impacts/what-we-do/

Catella APAM is committed to fostering a diverse, inclusive work environment and we are proud to provide equal employment opportunity without regard to race, gender, age, sex, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, or any other legally protected status.

Job Types: Full-time, Permanent

Pay: 35,000.00-40,000.00 per year

Additional pay:

Performance bonus
Benefits:

Additional leave Bereavement leave Company events Company pension Cycle to work scheme Employee discount Enhanced maternity leave Enhanced paternity leave Health & wellbeing programme Life insurance Paid volunteer time Private medical insurance Sick pay Work from home
Schedule:

Monday to Friday
Ability to commute/relocate:

London W1K 3JZ: reliably commute or plan to relocate before starting work (required)
Experience:

Operations management: 1 year (preferred)
Language:

English (required)
Work authorisation:

United Kingdom (preferred)
Work Location: Hybrid remote in London W1K 3JZ