Executive Assistant & Office Manager

The Gemba Group; City of London; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A sports and entertainment organization in London is seeking an experienced Executive Assistant & Office Manager to support their fast-paced Leadership team. The ideal candidate will manage complex schedules, oversee office operations, and facilitate communication across teams. Strong organizational and communication skills are essential, with a minimum of 5 years experience in a similar role. This position offers a dynamic work environment with opportunities for growth.

Benefits

Flexible working arrangements

Diversity and inclusion initiatives

Qualifications

• 5+ years’ experience supporting Senior Leadership Teams.
• Hands-on experience in office management, ideally in a dynamic corporate setting.
• Experience with internal communication tools such as Teams and SharePoint.

Responsibilities

• Manage complex calendars and inboxes for senior executives efficiently.
• Oversee day-to-day operations of the London office to ensure a welcoming environment.
• Coordinate logistics for meetings and travel arrangements proactively.

Skills

Strong organisational skills

Communication skills

Microsoft Outlook skills

Proactive mindset

Experience using an expense management system

Tools

Microsoft 365

Salesforce

Job description

Executive Assistant & Office Manager

At Gemba, we work at the intersection of sport, entertainment and culture, bringing strategy, data and analytics, insights and communications together to deliver results that matter.

Our name comes from the Japanese term Gemba, meaning "the real place", which reflects our commitment to uncovering the truth at the heart of fan behaviour. Since 2006, we’ve built our reputation by understanding audiences deeply, helping our clients cut through the noise of an increasingly complex and competitive landscape.

We partner with major brands, rights holders and organisations to shape the future of sport and entertainment, driving commercial growth, increasing participation and creating meaningful engagement.

About The Role

We have a fantastic opportunity for an experienced Executive Assistant & Office Manager to support our fast‑paced Leadership team based in London. You will provide high‑level executive support to our Group CEO, Managing Director (EME) and COO while ensuring the smooth operation of our London office.

Responsibilities

Executive Assistance

• Proactively manage complex calendars and inboxes for the Group CEO, COO and Managing Director (EME), ensuring accurate priorities and minimizing conflicts.
• Coordinate internal and external meetings, preparing agendas, compiling briefing materials, arranging logistics, and tracking follow‑up actions.
• Plan and oversee detailed travel arrangements, including flights, accommodation, ground transport and visa requirements, anticipating disruptions and providing contingency solutions.
• Resolve scheduling and logistical challenges with a proactive, solutions‑focused approach.
• Handle sensitive and confidential information with the utmost discretion.
• Serve as a key liaison between senior executives, internal teams and external stakeholders, facilitating timely and effective communication.
• Coordinate logistics for board‑level meetings, managing agendas, documents, technology and follow‑up actions.
• Demonstrate strong emotional intelligence in all interactions, adapting communication style to different audiences and navigating sensitive situations with tact and confidence.

Office Management

• Oversee day‑to‑day operations of the London office, ensuring a well‑maintained, efficient and welcoming environment for staff and visitors.
• Liaise with suppliers, service providers and building management to coordinate maintenance, supplies and facility needs.
• Lead the planning and execution of internal events and social activities, managing logistics, communications and budgets.
• Support onboarding and offboarding processes by coordinating equipment setup, workspace preparation, IT access and orientation materials.
• Act as a central liaison between the London office, global teams and external stakeholders, facilitating clear communication across time zones.
• Manage IT coordination with external providers, including troubleshooting, equipment tracking and timely resolution of technical issues.
• Contribute to People & Culture initiatives by coordinating the internal learning and development programme (Dojo) and supporting alumni engagement through Zenkai.
• Support sustainability efforts through our Healthy Planet program by promoting eco‑friendly practices and engaging staff in environmental initiatives.

About You

You’re an experienced Executive Assistant and Office Manager who thrives in a fast‑paced, people‑first environment. You are known for your discretion, initiative and ability to juggle multiple priorities.

Experience & Background

You’ll bring:

• 5+ years’ experience supporting Senior Leadership Teams.
• Hands‑on experience in office management (ideally in a dynamic corporate setting).
• Strong organisational and communication skills.
• Advanced Microsoft Outlook skills.
• Experience with internal communication tools such as Teams and SharePoint.
• A proactive, empathetic and solutions‑focused mindset.

Skills & Tools

• Experience using an expense management system.
• Experience with project management tools (Salesforce desirable, not essential).
• Demonstrated fluency with Microsoft 365, including Outlook and PowerPoint.

Success Looks Like

• Executive calendars and inboxes are expertly managed, with proactive scheduling, minimal conflicts and timely responses.
• The London office runs smoothly, providing a welcoming and well‑maintained environment.
• Internal events and staff engagements are well‑organised and impactful.
• New hires experience a seamless onboarding process.
• IT and operational issues are resolved promptly with clear communication.
• Cross‑functional collaboration is strong.
• Continuous improvement is evident, with new processes and tools regularly introduced.

How To Apply

If you’re ready, click the Apply button below and submit your CV and cover letter. Address cover letters to Anita Opoku – People Manager, EME. All candidates must have working rights in the UK and be required to work in our London office 4 days per week, with 1 day remote.

Gemba is an Equal Opportunity Employer. We value diversity and encourage people of all backgrounds to apply. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or other protected characteristics.