Executive Assistant and Office Manager - Maternity Cover

EA and Office Manager (Maternity cover) 6 – 9 months Contract Close Date: Sunday, 25 October 2026 About Our Client Our client is a dynamic team of over 40, bringing momentum to a new arts economy where Artists and creative businesses can thrive, and careers can be built. Working with an international client base, they are growing fast and creating new opportunities all the time for talented people passionate about art. Based in London and operating in 25+ countries, they work with and represent some of the best Artists in the world and help their clients to build collections and experiences, giving them unrivalled access to the cultural world. Purpose of the Role Provide efficient administrative, organisational and business support to the Commercial Director (CD) and Managing Director (MD), helping them prioritise their time and supporting the smooth running of commercial operations. Provide central team support across IT, Office management, Health and Safety, and People and Culture (P&C). Diary and email management for CD and MD. Commercial support. Team support – IT, Office management, Health and Safety. People and Culture (P&C) support – Recruitment and onboarding / off boarding support. Key Responsibilities Diary, Email Management and Meeting Preparation: Proactively manage the diaries and inboxes of the CD and MD, prioritising and filtering correspondence, scheduling meetings and drafting responses where required. Ensure both Directors are fully prepared for meetings with the necessary briefings, documents and information in advance. Assist in preparing documentation for internal meetings, such as Town Halls and Board. Meetings, ensuring materials are collated and submitted on time. Coordinate Town Hall comms and on-the-day set up. Arrange and coordinate travel, accommodation and itineraries, when needed. Process and reconcile monthly expenses in line with company policy. Maintain absolute confidentiality and discretion in regard to all Board related matters / work. Commercial Support: Support the CD with project administration, sales pipeline management (including Salesforce) and tracking new business activity. Coordinate client and partner communications, ensuring excellent relationship management. Assist in preparing presentations, reports and other commercial materials as needed. Always represent the company professionally and act as a brand ambassador. Team, Office and IT Support: Act as the joint Health and Safety Officer, responsible for maintaining the company's Health and Safety standards and guidelines, including the Health and Safety Manual, and ensuring the company has sufficient trained First Aiders, Fire Wardens and Mental Health First Aiders. Act as the first point of contact for the team on IT matters, working closely with the third-party IT provider to resolve issues efficiently, and supporting the MD with the implementation of updates, audits and strategic initiatives. Maintain office systems including data management and general administrative processes – seeking to improve on and suggest new ways to support the business, using AI and other tools. Act as a first point of contact for internal and external stakeholders, filtering queries and managing requests, escalating anything urgent to MD / ELT. Assist MD in managing supplier and strategic partner relationships. Ensure the smooth coordination of office management including office opening schedules and ensuring the workspaces are supportive for the team and a great place to work, keeping office / workspace supplies topped up at all times. Filter all staff queries, staff meeting requests, general information enquiries, phone calls and invitations by prioritising, redirecting or taking forward such contact as appropriate. Keep abreast of the general enquiries’ inbox, delegating and informing relevant teams where necessary. Continuously look for smarter, more efficient ways of working and implement improvements where possible. People and Culture Support: Support the P&C Consultant and Managers / SMT / ELT with recruitment e.g. facilitating interviews and onboarding and offboarding processes for new starters and leavers. Experience, Skills and Qualifications – Essential: Extensive PA or EA experience Proficient in Microsoft Office suite Dropbox file management IT support Office management Experience, Skills and Qualifications – Desirable: Salesforce platform experience Knowledge of AI tools Health and Safety Salary: £40,000 – £45,000 plus discretionary bonus Additional Information This is a full-time, fixed term, hybrid role based in a London office. Our client is committed to equality of opportunity for all staff and encourages applications from individuals regardless of age, disability, ***, gender identity, sexual orientation, pregnancy and maternity, race, religion and belief. How to Apply To apply for the EA and Office Manager (Maternity cover) role, please visit their online portal and submit your CV and Cover Letter.