Title:  Office Manager & Executive Assistant (NJE)

Purpose of Position

The Office Manager & Executive Assistant is responsible for the overall management and efficiency of the NetJets London office, ensuring a professional and client-ready environment aligned with NetJets’ brand and standards.

This role acts as the central point of coordination for office operations, combining facilities management, administration and front-of-house excellence. The Office Manager & Executive Assistant will take a proactive, solutions-oriented approach to ensure the office operates seamlessly, supporting business needs.

Tasks and Responsibilities

Front of House & Office Management
·    Serve as the primary point of contact for visitors and office-related matters, ensuring a professional, welcoming environment and efficient resolution of requests.
·    Ensure meeting rooms are prepared to a high standard, including catering and technology, while maintaining office presentation in line with NetJets standards
·    Oversee all incoming and outgoing mail, including the coordination of courier services, and timely distribution across the office.
·    Manage office supplies and inventory, ensuring availability, cost control and payment.
·    Manage access control, including security badges.
·    Maintain accurate directories.
·    Support and participate in office initiatives, including coordinating and arranging catering and logistics for staff events and engagement activities.

Executive Support
·    Assist and support the VP, Sales, by managing and coordinating their calendar and administrative activities, ensuring the calendar remains up to date and optimised for efficiency.
·    Coordinate arrangements for meetings and conferences, assembling appropriate material to ensure their smooth execution.
·    Liaise with Travel to coordinate all requested travel arrangements to ensure that itinerary and accommodation are efficiently arranged.
·    Organise visits and host VIP Guests to ensure a successful visit that consistently reflects and upholds the highest standards and image of NetJets.
·    Assist with preparation and document sharing, as necessary.
·    Provide backup support for other Executive Assistants as required.

Facilities 
·    Support Real Estate & Facilities Manager with annual budget planning, forecasting and capital management.
·    Oversee the maintenance, safety, and functionality of the office environment.
·    Coordinate and manage vendors, contractors, and service providers while partnering with the Procurement team to oversee contracts, renewals and procurement activities.
·    Conduct regular inspections, generating property records and inspection reports while identifying, addressing, and escalating any maintenance or safety issues
·    Support the implementation of emergency procedures, business continuity, and evacuation drills. 
·    Liaise with building management and attend facilities meetings. 
•    Monitor and control the facilities budget for the London and Munich office, ensuring cost efficiency.
•    Review and process invoices and expenses in accordance with company procedures.
·    Ensure full compliance with Health & Safety standards, including meeting all requirements for trained First Aiders and Fire Marshals in line with regulatory guidelines.
·    Maintain records related to risk assessments and compliance documentation.
·    Act as the local contact for audits or inspections related to office operations.
·    Other duties can be performed subject to being within the same professional career, considered related or functionally linked.

Education

Certifications and Licenses

Years of Experience

Core Competencies

Knowledge, Skills, Abilities and Other (KSAOs)

•    Minimum 5 years experience in office management, facilities coordination, and executive support in a fast-paced environment.
•    Understanding of health and safety and workplace compliance requirements preferred.
•    Strong organisational and multitasking abilities, with excellent attention to detail.
•    Highly proactive, with the ability to anticipate needs, prioritise effectively and resolve issues independently. 
•    Excellent communication and interpersonal skills, with a strong customer service mindset. 
•    Demonstrated experience managing vendors, budgets and service providers. 
•    Ability to manage confidential and sensitive information with discretion.
•    Decision making and ownership mindset.
•    Highly professional, polished, and aligned with premium brand standards.
•    Collaborative team player with a positive, can-do attitude.
•    Strong IT skills (MS Office and office systems).
•    Ability to work effectively in a fast-paced, dynamic environment.