Office Manager

We are seeking an experienced Office Manager to provide maternity leave cover from 1st November 2026 to mid-June 2027.

This is a standalone, hands-on role and serves as the central point of coordination for the office. The successful candidate will be responsible for ensuring the smooth day-to-day running of the office, while also providing high-level executive support to the firm’s Managing Directors.

Key Responsibilities

Office Management & Administration

• Oversee day-to-day office operations and administration.
• Manage office supplies, vendors, maintenance, couriers and deliveries.
• Coordinate meeting arrangements, guest reception and office services.
• Process vendor invoices and liaise with external service providers.

Executive & Calendar Support

• Provide calendar and scheduling support to the Managing Directors.
• Coordinate meetings, appointments, invitations and follow-ups.
• Manage meeting logistics and ensure calendars reflect confirmed commitments and travel.

Travel Administration

• Coordinate domestic and international travel, including flights, accommodation and ground arrangements.
• Liaise with travel providers and assist with visas, travel insurance and other travel documentation.
• Maintain accurate travel itineraries on executive calendars.

HR & Onboarding

• Coordinate employee onboarding and related administrative requirements.
• Support Employment Pass applications, insurance and benefits administration where required.
• Coordinate IT access, equipment, building access and other onboarding arrangements.
• Maintain employee records, HR documentation and policies.

Compliance & Corporate Administration

• Conduct and maintain corporate and individual compliance searches and screening records.
• Coordinate execution of corporate and legal documents via DocuSign and wet-ink signatures.
• Assist with LEI applications and renewals.

Expenses, CRM & IT Coordination

• Prepare and submit expense claims for senior management.
• Maintain senior management contact databases and update the firm's CRM system.
• Coordinate with IT vendors on equipment, software access, technical issues and system requirements.