Office Manager/Executive Support

Job description

nexfibre is a next-generation fibre broadband company, formed in December 2022 as a joint venture between InfraVia Capital Partners, Liberty Global and Telefónica. We are on a mission to deliver high-speed broadband across the UK on a wholesale-basis that can be used by all retail Internet Service Providers – our network current passes over 2.6M homes. We are backed by a £4.5 billion investment by our investors and banks. Working closely with our commercial and strategic partner Virgin Media O2, we will create the only national scale fibre to the home network to compete with BT Openreach. We are supporting the Government’s ambition to tackle digital exclusion, deliver nationwide ultrafast broadband rollout by 2030 and level up disconnected communities by investing in the areas we’re building in and acting as a net-contributor. nexfibre is a small, growing and dynamic organization. We look to attract high performing, energetic, analytical and entrepreneurial team members with an engaged, low-ego culture and growth mindset. Job Purpose The Office Manager / Executive Support role is responsible for ensuring the smooth, safe and efficient running of the office, while also providing high-quality executive and administrative support to senior leader(s). This position acts as a key point of contact for employees, suppliers, building management and senior stakeholders, ensuring the office environment is well maintained, compliant, welcoming and aligned with business needs. Key Accountabilities Office Management and Facilities Oversee the day-to-day running of the office, ensuring facilities, meeting rooms, communal areas and office equipment are fully operational and well maintained. Carry out regular office checks, including health and safety walkarounds, meeting room readiness checks, IT functionality checks, temperature monitoring, supplies replenishment and general office condition reviews. Manage office consumables, including food and drink, stationery, merchandise, cleaning supplies and other office items. Track office expenditure and support budget control for office-related spend, manage office subscriptions, licences and recurring services. Raise purchase orders, receipt invoices and maintain accurate procurement records. Act as the first point of contact for employee queries relating to the building and liaise regularly with building management, security, reception, contractors, cleaners, suppliers and neighbouring tenants. Track building or office snags and coordinate resolution with the relevant parties. Lead and support office improvement projects from initial research through to implementation including supplier quotations, employee feedback and providing recommendations. Welcome guests and provide a professional, friendly front-of-house experience and manage all aspects of the visitor process. Support all team members with hospitality requests for external meetings. Process incoming and outgoing mail and arrange couriers and deliveries as required. Act as the Health and Safety (H&S) lead for the internal office environment, including managing H&S audit processes, including office risk assessments, fire risk assessments and general H&S audits. Schedule planned preventative maintenance, servicing and contractor visits. Manage contractors on site, including obtaining necessary permissions and building access. Arrange employee H&S training, including first aiders & fire wardens Act as Head Fire Warden, reporting to the building’s Chief Fire Warden during evacuations, recording drill attendance and communicating fire consultant findings following fire drills. Executive Support Provide high-level executive assistant support included complex diary management, travel coordination and meeting support. Act as a key point of contact between executives, internal teams and external stakeholders, ensuring professional and timely communication. Prepare, edit, and manage correspondence, presentations, reports, and other business documents with a high degree of accuracy and confidentiality. Organise and coordinate meetings, including agenda preparation, action tracking, and follow-up on key deliverables. Manage competing priorities, anticipate executive needs, and proactively resolve scheduling or operational challenges to maximize efficiency. Carry out research tasks/special projects as required. Reconcile corporate card transactions and process expenses for senior leader(s) and relevant team members. Deliver general administrative support including scanning, shredding, printing, binding and document production, proofreading. Provide holiday cover for EA to CEO. Events and Company wide Support Contributing to internal comms initiatives including maintaining 'virtual noticeboard', promoting engagement activities, weekly updates on Teams, and managing regular comms touchpoints including CEO Connect, SLT Connect and supporting at monthly all-hands. Act as an advocate for team engagement initiatives, proactively contributing ideas and execution. Manage ad hoc onsite internal company events. Supporting team members with board meetings, other internal meetings and external event arrangements. Support HR onboarding/offboarding and HR projects. About You At nexfibre, we’re building a culture that attracts, develops, and retains top talent. Our values are Open, Fast, Simple. Our team is driven, high-performing, and thrives in a fast-paced, ever-evolving digital infrastructure industry. We’re looking for people who share our passion for connecting communities, driving innovation, and delivering the next generation of full-fibre networks across the UK. The successful candidate will bring the following attributes and skills: Skills and Experience Previous experience in office management, facilities coordination, executive support or a similar administrative role. Strong organisational skills with the ability to manage multiple priorities and deadlines. Confident stakeholder management skills, with experience liaising with senior leaders, employees, suppliers, contractors and building management. Good understanding of office health and safety processes, compliance tracking and facilities management. Excellent written and verbal communication skills. Strong attention to detail and a proactive, solutions-focused approach. Comfortable working independently and taking ownership of office processes and improvement projects. High level of discretion, professionalism and reliability. Confident using office systems, access systems, Microsoft Office and internal communication tools. Desirable Experience Fire warden, first aider or health and safety training. Key Attributes Proactive and highly organised. Approachable and service-focused. Calm under pressure. Practical and hands-on. Strong communicator. Detail-oriented. Able to build positive relationships across the business. Comfortable balancing operational tasks with senior-level executive support. Ability to work independently and as part of a team. Benefits Competitive salary and bonus scheme 25 days’ annual leave, plus the usual 8 UK Bank Holidays Bupa private healthcare coverage Access to wellbeing and mental health benefits such as the WeCare app, critical illness cover, dental & optical insurance Pension contribution matched up to 10% Access to our car benefit scheme via Tusker and our Cycle to Work scheme Virgin Media / O2 discounts and offers Location We are based in Paddington. The position is full time, 5 days based in the office. nexfibre is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. #nexfibre