Job Description

Office based role: 5 days a week (Mon-Fri) in our Milton Keynes office

The Office Manager & PA plays a critical role in ensuring the smooth and efficient running of the office while providing high quality, proactive PA support to senior leaders.




This role is responsible for creating a positive, professional, and well organised office environment, managing day to day operations, and enabling leaders to operate effectively through expert diary, meeting, and communication management.


Acts as the central point of coordination for office services, visitors, suppliers, facilities activities, and internal communications--championing an excellent employee and guest experience.

Key Responsibilities:

1. Executive Support (PA Responsibilities)

Provide high level PA support to the Commercial Director UCCE & General Manager UK&I.

Manage complex diaries, prioritising appointments and resolving scheduling conflicts.

Organise meetings, prepare agendas, circulate papers, and take minutes where required.

Support with drafting correspondence, creating presentations, and managing inboxes.

Coordinate travel arrangements, itineraries, accommodation, and expenses.

Act as a trusted gatekeeper, filtering communications and ensuring leaders remain focused on priorities.

2. Office Management & Facilities Coordination:

Oversee the day to day running of the office, ensuring it is safe, efficient, welcoming, and compliant.

Manage office supplies, equipment, meeting rooms, shared spaces, and general housekeeping standards.

Act as the primary liaison with facilities providers, contractors, landlord representatives, cleaners, and maintenance teams.

Coordinate office repairs, planned maintenance, deliveries, and services.

Oversee access control, visitor management, parking, security protocols, and office induction.

Support Health & Safety requirements including risk assessments, fire marshal coordination, and first aid coverage.

Manage the Customer Experience facilities and set high standards from the setup to customer journey from start to finish with the relevant departments.

3. Administration, Processes & Documentation:

Maintain accurate office records, logs, contracts, and compliance documentation.

Prepare purchase orders, manage office budgets, and track spending against cost centres.

Support procurement of office equipment, furniture, and services.

Maintain and update office policies, procedures, and emergency response plans.

Provide administrative support to People and Operations teams as required.

4. Event, Meeting & Engagement Support:

Organise team events, leadership meetings, workshops, and company town halls.

Support visitor hosting, ensuring a professional and positive experience for external guests.

Coordinate catering, room bookings, logistics, materials, and follow up actions.

Support engagement and wellbeing activities across the office.

5. Communication & Stakeholder Support:

Act as a central point of contact for employees, supporting general queries and resolving issues quickly.

Support internal communications, including noticeboards, updates, and office announcements.

Build strong relationships with leaders, employees, suppliers, and external partners.

Anticipate operational needs and propose improvements to office systems and ways of working.

Behaviours & Competencies

Professional & Reliable:

Acts as a dependable, trusted representative of the leadership team.

Calm & Composed:

Handles fast-paced environments and competing demands with ease.

Proactive Problem Solver:

Anticipates issues and takes early action.

Relationship Builder:

Creates positive connections with staff, leaders, and suppliers.

Organised & Detail

Focused:

Ensures accuracy and consistency across all tasks.

Customer

Focused:

Provides excellent support to employees and external visitors.

Confidential & Discreet:

Handles sensitive information responsibly.

What Success Looks Like

A well run, welcoming, and efficient office environment.

Senior leaders supported with seamless diary, meeting, and administrative management.

Office operations compliant, safe, and well coordinated.

Strong employee experience and positive feedback on office services.

Efficient coordination of events, meetings, and communication.

* Smooth supplier management and cost effective office purchasing.