Executive Assistant Office Manager

About the company

Novia Global launched in 2015 and provides a platform service for Advisers, Private Banks, Trust Companies, and their clients.

We are completely independent with a focus on providing a service that delivers the opportunity for growth, control, flexibility, and adding value.

Through the platform, we offer access to products including a Global Investment Account and an International Self Invested Personal Pension (SIPP) with underlying assets include investment funds, exchange traded funds, and shares.

Your tasks

We are seeking a highly organised, reliable, proactive, and capable Executive Assistant / Office Manager to support the smooth operation of the business and provide high-level executive support to senior leadership.

This is a pivotal role, acting as the central point of coordination for office operations, executive administration, and company secretarial support. The successful candidate will be responsible for ensuring the office runs efficiently, executives are supported effectively, and business activities are delivered professionally and confidentially.

Executive Assistant / Company Secretary

• Provide comprehensive executive support to the CEO, Directors and wider leadership team.
• Manage complex diaries, coordinating meetings across stakeholders and global time zones.
• Plan and coordinate internal and external meetings, preparing agendas, papers and supporting documentation.
• Take minutes, track actions and ensure agreed outcomes are completed.
• Prepare executive briefing packs, board papers, presentations and reports to a high standard.
• Draft, format and review executive correspondence, leadership updates and business communications.
• Manage domestic and international travel, accommodation, visas and itineraries.
• Process executive expenses, company credit card reconciliations and related administration.
• Act as a trusted point of contact between executives, employees, clients and external stakeholders.
• Provide administrative support for Company Secretarial and governance activities, acting as the internal coordinator with the external provider and managing documentation, meetings, actions and information requests.
• Coordinate Board and Committee meetings, including scheduling, agenda preparation and distribution of papers.
• Maintain governance calendars, key business deadlines and action logs.
• Support the preparation of statutory documentation, regulatory filings and governance-related activities.
• Ensure company policies, procedures and governance documentation remain up to date.
• Support compliance activities, including data protection, health and safety and other regulatory requirements.

Office Management

• Take overall responsibility for the day-to-day management of the office.
• Act as the first point of contact for visitors, clients and external stakeholders, managing visitor sign-in and meeting arrangements.
• Manage incoming and outgoing post, couriers and deliveries.
• Oversee office facilities, maintenance, equipment, supplies and general administration.
• Ensure the office environment remains professional, organised, safe and welcoming.
• Manage meeting room bookings, ensuring facilities, equipment, refreshments and materials are prepared and maintained to a professional standard.
• Coordinate statutory inspections and testing, including fire safety, electrical testing, emergency lighting and other compliance requirements.
• Manage relationships with external suppliers and service providers, including cleaning, security, catering, utilities and facilities providers.
• Manage office budgets and expenditure, maintain inventory and ensure timely ordering of supplies and equipment.
• Coordinate workspace planning and office improvement initiatives.
• Support the organisation of company events, conferences, celebrations and team activities.

Requirements

The role requires an individual who can work independently, communicate effectively in a positive manner, manage competing priorities, exercise sound judgement, maintain strict confidentiality, and build strong working relationships across all levels of the organisation.

• Significant experience in an Executive Assistant, Office Manager, Senior Administrator or Company Secretarial support role.
• Experience supporting executives and leadership teams.
• A background or understanding of the Financial Services Industry.

Skills & Knowledge

• Exceptional organisational and planning skills.
• Strong Microsoft Office skills, particularly Outlook, Word, PowerPoint, and Excel.
• Ability to prioritise effectively and manage multiple competing deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Understanding of governance, compliance, and business administration practices.

What we offer

Benefits of working at Novia Global Novia Global offer a suite of rewards, benefits, and recognition packages;

• Competitive salary
• 25 days holiday entitlement, with the option to purchase or sell up to five additional days per year
• Discretionary bonus scheme
• Supported and encouraged professional growth and development
• Regular social events
• Free Bupa health care for yourself, with ability to add your family members (with additional contributions)
• Income Protection Scheme
• Novia Global pension each month (9% employer contribution)
• Cycle to Work Schemes
• Employee Assistance Programme (EAP)
• Interest free season ticket loans for travel costs

Other

Please note that we are unable to provide visa sponsorship for this position, either now or in the future. Applicants must have the right to work in the UK at the time of application and for the duration of their employment.

We are committed to building a diverse and inclusive workplace and welcome applications from candidates of all backgrounds, experiences and career paths. If you have transferable skills and believe you can make a valuable contribution to our team, we encourage you to apply, even if your experience does not align perfectly with every requirement listed in the role profile.