Office Manager and CEO Assistant

About the role

This position is centered on owning the operational excellence of Theodo UK's office environment and providing high-level support to the CEO. The successful candidate will act as the guardian of the office experience for employees, clients, and candidates, ensuring every touchpoint reflects the company's values. You will be the primary point of contact for resolving day-to-day issues and preventing them from becoming larger disruptions. This role requires a proactive mindset that anticipates needs rather than simply reacting to requests. You will manage complex logistics for leadership, ensuring that internal and external visits run with precision and professionalism. The position demands strong discretion and the ability to handle sensitive information with complete trustworthiness. You will be instrumental in creating a welcoming and efficient workplace that enables the leadership team to focus on strategic priorities.

Key facts

What you'll do

Coordinate and own the end-to-end logistics of leadership visits from the Paris head office, directors, and founders to ensure seamless execution.

Manage the CEO's diary with a forward-looking perspective, maintaining a clear view of key events to facilitate long-term strategic planning for the leadership team.

Oversee the resolution of office operational issues, driving down lead times and eliminating recurring problems through proactive systems management.

Welcome and manage the experience of all visitors, including clients, candidates, and international leadership, delivering a consistently professional arrival process.

Plan and execute comprehensive onboarding and office orientation programs for new employees, including the creation of welcome packs to foster immediate integration.

Manage the CEO's travel arrangements, including complex itineraries and restaurant bookings, ensuring optimal preparation time and conflict-free scheduling.

Proactively gather qualitative and quantitative feedback on the office environment and implement improvements before issues escalate.

Take full ownership of employee experience events, such as monthly socials, the annual Christmas party, keynote sessions, and off-sites, ensuring high turnout and strong engagement.

Support the CEO's inbox management by triaging correspondence, drafting responses, and executing follow-ups to maintain an efficient communication flow.

Coordinate support for the organisation of company-wide off-sites, securing the right environment to facilitate focused and productive collaborative work.

Maintain all office equipment, WiFi infrastructure, meeting room functionality, and printers to ensure employees have the tools required to work effectively.

Serve as a discreet and trusted partner to the CEO, handling sensitive information and communications with the highest level of integrity.

Build and maintain strong interpersonal relationships across all levels of the organisation, acting as a key liaison for both internal teams and external stakeholders.

Adapt to shifting priorities with calmness and resilience, managing multiple concurrent projects and operational demands without compromising quality.

Requirements

You bring genuine energy to making environments and operations work well for other people. You notice things before they're flagged, follow through without needing to be chased, and stay calm when priorities shift at short notice.

Highly organised with strong attention to detail.

Proactive by default - you spot problems early and act on them without being prompted.

Service-oriented mindset - you take pride in the experience of everyone around you.

Comfortable context-switching between small operational fixes and larger project coordination.

Discreet and trustworthy when handling sensitive information.

Strong interpersonal skills.

Adaptable and calm under pressure.

Previous experience in an EA, PA, office management, or customer-facing operations role.

Demonstrated experience supporting a senior stakeholder (C-Level or equivalent).

Evidence of owning events or projects end-to-end.

Good tenure in previous positions.

Available to work in the London office 5 days per week.

Practical notes

3 week work from anywhere policy

Equipment budget for your tech set up

Company pension

25 Days annual leave

Learning and Development support throughout your career at Theodo

Private Health Insurance via Vitality

Monthly Socials

A Slack network of 700+ "Theodoers" across our extended ecosystem - ask questions, share patterns, or troubleshoot obscure challenges with some of the sharpest minds out there