Office Manager - Private Equity

Role summary

Office and meeting operations

• Coordinate daily office operations and keep workspaces, meeting rooms, reception areas, and shared facilities ready for use.
• Maintain readiness schedules, service logs, and issue trackers; follow up on defects, shortages, and disruptions.
• Coordinate routine requirements with building management, facilities, IT, security, housekeeping, and support providers.
• Manage room bookings, room setup, refreshments, conferencing readiness, visitor access, and supporting meeting logistics.
• Respond to logistical changes and communicate operational constraints to the relevant executive assistant or meeting coordinator.

Visitors, supplies, and vendors

• Receive and direct visitors professionally; coordinate access, waiting arrangements, security notifications, and hospitality while protecting confidentiality.
• Maintain a professional front-of-house environment consistent with executive standards.
• Manage supplies, stationery, pantry items, equipment registers, replenishment, inventory records, minimum stock levels, and issue logs.
• Coordinate approved requests, purchase orders, invoices, deliveries, and service confirmation with Procurement and Finance.
• Monitor approved vendors and service providers, record issues, coordinate corrective action, escalate recurring concerns, and maintain service records.

Administrative and workplace support

• Coordinate approved local transport, accommodation, catering, venue, and office-event arrangements within approved scope and budget.
• Coordinate incoming and outgoing mail, courier services, correspondence distribution, office files, and administrative records.
• Maintain expense trackers and supporting records; check invoices and escalate unusual costs, duplicate charges, or budget pressure.
• Support workplace safety, access control, emergency readiness, and business continuity with HSE, security, IT, and facilities teams.
• Coordinate routine office-support tasks, set daily priorities, and respond to service requests with discretion and appropriate urgency.

Experience and education

• Bachelor's degree in Business Administration or a related field.
• At least seven years of progressive experience in office management, executive office administration, corporate services, facilities coordination, or a comparable professional-services environment.
• Practical working knowledge of Microsoft 365, meeting-room technology, office administration systems, procurement workflows, expense records, and basic reporting tools.
• Experience supporting a senior executive office, investment firm, financial-services organization, professional-services firm, or international corporate environment is advantageous.
• A related technical certificate is also mentioned as an education credential.

Knowledge and competencies

• Operational delivery across workplace operations, meeting logistics, visitor handling, vendors, supplies, service coordination, and administrative controls.
• Planning, prioritization, accuracy, responsiveness, and service quality across multiple routine and urgent requirements.
• Clear written and verbal communication, business etiquette, discretion, reliability, attention to detail, sound judgment, and issue resolution.

Workplace standards

• Handle confidential schedules, visitors, documents, access arrangements, and workplace information with discretion.
• Keep emergency contacts, access lists, and service-provider details current; promptly report hazards, incidents, access concerns, and service disruptions.