Office Manager & Executive Assistant – 4Site Group

Team: Group Operations / Business Support
Reports to: Managing Director
Direct reports: None (initially)
Location: Victoria - London

Purpose

To ensure the smooth, organised, and professional running of the 4Site Group, supporting both the Recruitment and Logistics businesses through high-quality administrative, operational, and executive support.

Mission

To provide reliable, structured support to leadership and teams, ensuring the business operates efficiently, remains organised, and presents itself professionally at all times.

Vision

To build a well-organised, well-supported business where leadership can focus on growth, teams can operate efficiently, and standards are consistently maintained across the group.

Your Role & Responsibilities

You are responsible for supporting the Managing Director and wider business with day-to-day organisation, coordination, and administrative control.

You will act as a central point of coordination across both Recruitment and Logistics businesses, ensuring communication flows, tasks are followed up, and key activities are delivered on time.

This is a high-trust, high-visibility role. You must be organised, proactive, and able to operate independently while maintaining attention to detail and professionalism.

Success in this role is defined by how effectively the business runs behind the scenes, how well leadership is supported, and how organised and controlled the day-to-day operation becomes.

Executive Support (CEO & Managing Director)

• Manage the CEO & Managing Director’s diary, meetings, and scheduling priorities
• Coordinate internal and external meetings, including preparation and follow-ups
• Manage email flow, flag priorities, and ensure timely responses where required
• Prepare documents, presentations, and reports for meetings
• Track actions and ensure follow-up on key business items
• Arrange travel, accommodation, and logistics where required

Office Management & Business Operations

• Oversee the day-to-day running of the office across the group
• Manage office supplies, facilities, and external vendors
• Ensure a clean, organised, and professional working environment
• Coordinate onboarding for new employees (equipment, setup, documentation)
• Maintain internal systems, templates, and documentation
• Support general administration across both businesses

Coordination Across Recruitment & Logistics

• Act as a central coordination point between both divisions
• Ensure communication, updates, and actions are shared and followed up
• Support cross-business initiatives and projects
• Assist with organising internal meetings, reviews, and planning sessions
• Help ensure consistency in processes, documentation, and communication

Reporting & Administrative Control

• Maintain records, documents, and internal trackers
• Support reporting processes by gathering and organising data
• Assist with preparing board packs, reports, and business updates
• Ensure documentation is accurate, up to date, and easily accessible
• Track key deadlines, tasks, and deliverables across the business

Our Values in your role

Respect yourself and others

Maintain professionalism, discretion, and organisation at all times.

Handle sensitive information with care and integrity.

Learn, earn, return

Learn – understand how both businesses operate and where support is needed

Earn – improve efficiency, organisation, and execution across the group

Return – introduce improvements to systems, processes, and ways of working

Having each other’s back

Support leadership and teams to keep the business moving forward.

Step in to help where needed and ensure nothing is missed.

Health, Wealth & Choice

Create a well-structured, organised working environment.

Support the business in operating efficiently and sustainably.

Key Performance Indicators (KPIs)

Executive Support

• Effectiveness of diary and time management for the MD
• Timeliness and quality of meeting preparation and follow-ups

Organisation & Efficiency

• Smooth day-to-day running of the office
• Reduction in missed tasks, delays, or administrative errors

Coordination

• Effectiveness of communication and follow-up across teams
• Completion of cross-business tasks and initiatives

Administration & Reporting

• Accuracy and organisation of documentation and records
• Timeliness of reporting support and data preparation

Support to Finance & Operations

• Accuracy and timeliness of expense and invoice coordination
• Support provided to operational and finance functions

Experience & Competencies

• 2–5 years’ experience in an Office Manager, Executive Assistant, or similar role
• Experience supporting senior leadership or directors
• Strong organisational and time management skills
• Excellent communication and interpersonal ability
• High attention to detail and accuracy
• Ability to manage multiple tasks and priorities
• Proactive, reliable, and able to work independently
• Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint)
• Experience with CRM systems, document management, or reporting tools is beneficial

Package

Base Salary: 35,000 - 40,000 per annum

Full 4Site company benefits package

Progression

Progression is to Senior EA, Operations Manager, or Group Business Support Lead, with increased responsibility across business operations, systems, and coordination.

What you need to do next

Apply online by submitting your CV and we will get back to you.

Contact information

Daniel Stanoiu
Daniel.stanoiu@4siterecruitment.co.uk