Office Manager

As Office Manager & Executive Assistant at Poolhouse, you’ll be at the heart of our HQ team – creating a brilliant working environment, keeping the day-to-day running smoothly and providing high-quality support to members of our Executive Team.
We’re a small, close-knit and fast-moving team, working together from WeWork in London. This is a broad, hands-on role for someone who enjoys being the person who makes things happen: anticipating what’s needed, bringing organisation to a busy environment and making it easier for the people around them to do their best work.
Alongside owning the day-to-day office experience, you’ll provide EA support across diaries, meetings, travel and key business activities, as well as helping coordinate team events, onboarding and important internal moments.
🎯 What Success Looks Like
• Our HQ is organised, welcoming and runs brilliantly day to day
• The Executive Team receives proactive, reliable and well-organised support
• Diaries, meetings and travel are coordinated efficiently, with issues anticipated rather than simply reacted to
• Team meetings, events, socials and key company moments are well organised and thoughtfully delivered
• New starters have a smooth and welcoming HQ onboarding experience
• Administrative processes are simple, consistent and effective
• The wider team knows they can rely on you to keep things moving and get things done
• You become a trusted and valued part of a small, close-knit team
🔭 Our Way of Working
This role is delivered with energy, warmth, initiative and exceptional organisation – in line with our Poolhouse values:
Experience Obsessed | Take Care | Seek Excellence | Integrity | Elite Sports Team Mentality

Office Management & Team Experience
• Own the smooth day-to-day running of our London HQ and act as the main point of contact for office-related matters
• Manage our relationship with WeWork and coordinate workspace requirements, access, facilities and any day-to-day issues
• Make sure the office is organised, well equipped and a great environment for the team to work from
• Coordinate meeting rooms, visitors, deliveries, supplies and general office requirements
• Look for practical ways to continuously improve how our HQ operates and how the team experiences the workplace
• Help create a welcoming, fun and connected office environment that reflects the Poolhouse culture
• Coordinate team lunches, socials, celebrations and other moments that bring the HQ team together
• Support new starter onboarding in partnership with the People Team, ensuring people have everything they need for a great first day and first week
Executive & EA Support
• Provide proactive administrative and organisational support to members of the Executive Team
• Manage diary coordination and scheduling for key meetings, check-ins and business activities
• Coordinate internal and external meetings, ensuring the right people, information and logistics are in place
• Arrange domestic and international travel, including flights, accommodation, transfers and itineraries
• Support preparation for Board meetings, quarterly reviews and other important business meetings, including agenda coordination, materials and logistics
• Track actions and follow-ups from key meetings where required, helping ensure commitments don’t get lost
• Support the preparation and formatting of presentations, meeting materials and other executive documents
• Handle sensitive and confidential information with appropriate discretion
Meetings, Events & Business Coordination
• Coordinate internal workshops, strategy sessions, leadership meetings, team events and stakeholder meetings
• Support site visits to Poolhouse Liverpool Street and future locations, coordinating attendees and logistics
• Help organise external events, demos and other key business activities
• Act as a central coordination point across teams when activities require multiple people to come together
• Provide practical support on ad hoc projects and priorities across the business
Administration & Ways of Working
• Bring structure and consistency to core administrative processes across HQ
• Maintain relevant records, trackers, contact information and team documentation
• Support effective use of our internal systems and tools
• Identify opportunities to simplify processes and reduce unnecessary administration
• Take ownership of tasks through to completion rather than waiting to be prompted at each stage
• Provide flexible administrative support where needed within a growing business

• Previous experience in office management, executive assistance, team coordination or a similarly broad administrative role
• Highly organised with excellent attention to detail and the ability to manage multiple priorities at once
• Confident supporting senior stakeholders and comfortable working closely with an Executive Team
• Strong diary, meeting and travel coordination skills
• Naturally proactive – you notice what needs doing and get ahead of it
• Warm, personable and confident communicating with people at all levels
• Comfortable being the go-to person in a small office and taking genuine ownership of the working environment
• Good judgement and discretion when dealing with confidential or sensitive information
• Strong written communication and confident using everyday workplace technology and productivity tools
• Comfortable working in a fast-moving environment where priorities can change
• Practical, resourceful and solutions-focused
• Experience in a startup, scale-up, hospitality or similarly entrepreneurial environment would be an advantage
• Most importantly, you enjoy being part of a team and take pride in making things work brilliantly for the people around you

• Code Hospitality subscription
• Perks and Discounts platform
• Health Care plan
• Birthdays off
• Free Health Assured EAP membership (counselling, life coaching, legal and financial support)
• Salary Sacrifice Scheme