EA and Office Manager

at  Xynteo

The purpose of this role is to provide support to Xynteo’s London-based executive team, and ensure smooth running of the London office. The successful candidate will be expected to work closely with the executive and wider London and Xynteo teams, serving as an enabler of our most senior leaders, and lynchpin in the day-to-day running of our London office. It requires in person presence a minimum of three days a week in our London office, in a role where the days required in person may change week to week.
executive support

Seamless steering of external and internal London executive team, with primary focus on the Managing Director and CEO, with some support as needed to the People Director and Finance Director (approximately 70% of the role):

• Executive support including diary management and end to end arrangement of internal and external meetings, travel, accommodation, expenses for key London Office-based senior team members
• Act as key point of contact point between the Management team and external stakeholders, including our investors, clients, and advisors
• Identify time-saving initiatives and pro-actively gate-keep how the London management team spend their time
• Edit documents and presentations for the management team to a high quality
• Meeting attendance and minute taking, including Boad of Directors and Investor meetings, capturing and circulating clear actions and accountabilities following these discussions
• Setting up meetings rooms and greeting visitors as required
• Any other administrative tasks the management team require

London office management

Smooth running of the London office is approximately 30% of the role:

• First point of contact for all suppliers, including our outsourced IT service
• Organisation and delivery of internal social events, managing budgetary boundaries
• Day-to-day facilities management, including keeping an inventory of all office supplies (e.g. stationary, IT equipment, groceries)
• Support the People Team in coordinating activities relating to recruitment and onboarding (e.g. London office inductions, ordering gifts etc)
• Maintaining all Health and safety records and ensuring appropriate checks are carried out e.g. PAT testing, ECIR certificates, work place risk assessments
• Working with the finance team, maintain a database of our suppliers reviewing frequently for level of service and value
• Creating a positive, friendly, energised atmosphere in the office

Personal qualities and attitude

• Excellent time management, organisational skills, and attention to detail
• Easily forges strong positive relationships with stakeholders from a wide variety of backgrounds, and across all levels and in all types if organisations
• Self-driven, and thriving in an in-person office environment where personal initiative is key and defined by high pace, autonomy, and enthusiasm
• Resilient, agile, emotionally robust; confident to give and take feedback and raise issues and concerns
• Liaises effectively with all staff and contractors across both London and India offices
• Hold an ability to ‘make things happen’ with a proactive ‘can do’ attitude that you can share with the office
• Great communication, negotiation and relationship-building skill

Professional background

• Previous experience supporting senior team members in a diary and travel-focussed role
• Experience working in mission-driven consultancies or in a similar professional services business is a requirement
• Proficient computer skills, especially in the MS Office; Word, Excel, PowerPoint, outlook
• Impeccable English writing and communication skills

For you to be eligible for this role, you must have the right to work and live in the UK, and be willing to be present in our London office a minimum of 3 days a week

Seamless steering of external and internal London executive team, with primary focus on the Managing Director and CEO, with some support as needed to the People Director and Finance Director (approximately 70% of the role):

• Executive support including diary management and end to end arrangement of internal and external meetings, travel, accommodation, expenses for key London Office-based senior team members
• Act as key point of contact point between the Management team and external stakeholders, including our investors, clients, and advisors
• Identify time-saving initiatives and pro-actively gate-keep how the London management team spend their time
• Edit documents and presentations for the management team to a high quality
• Meeting attendance and minute taking, including Boad of Directors and Investor meetings, capturing and circulating clear actions and accountabilities following these discussions
• Setting up meetings rooms and greeting visitors as required
• Any other administrative tasks the management team requir

Smooth running of the London office is approximately 30% of the role:

• First point of contact for all suppliers, including our outsourced IT service
• Organisation and delivery of internal social events, managing budgetary boundaries
• Day-to-day facilities management, including keeping an inventory of all office supplies (e.g. stationary, IT equipment, groceries)
• Support the People Team in coordinating activities relating to recruitment and onboarding (e.g. London office inductions, ordering gifts etc)
• Maintaining all Health and safety records and ensuring appropriate checks are carried out e.g. PAT testing, ECIR certificates, work place risk assessments
• Working with the finance team, maintain a database of our suppliers reviewing frequently for level of service and value
• Creating a positive, friendly, energised atmosphere in the offic