UK - Office Manager & Executive Assistant

The Role

We are looking for a proactive and highly organised Office & Admin Executive to join our team and help create a warm, well-run, and engaging office environment at Incubeta.

As an Office & Admin Executive, you will be the first point of contact for employees, visitors, and clients—playing a key role in how people experience our business. You'll oversee the day-to-day running of the office, support people-related processes like onboarding and offboarding, and provide general administrative support across multiple teams.

This role is ideal for someone who enjoys variety, takes pride in creating a positive workplace experience, and is excited by the opportunity to work across different functions and teams. You'll need to be approachable, adaptable, and solutions-focused—ready to jump in wherever needed.

The right candidate will not only help keep our office running smoothly but also help us make it a great place to work.

The role requires you to be in the office 5 days a week. 

Key Responsibilities

Reception & Office 

• Ensure all visitors have a positive and professional experience when coming into the Incubeta Office 
• Run the day-to-day office operations, including maintaining the office, supplies, and vendor relationships.
• Act as the main point of contact for office-related queries, ensuring timely resolutions and maintaining a productive environment.
• Create a fun, inviting, and inspiring work environment by exploring creative ways to enhance office spaces, making them places where people genuinely enjoy working
• Ensure tech resources are functional, troubleshooting issues promptly to minimise disruption to workflow.
• Oversee the management of meeting rooms, ensuring they are properly maintained, equipped, and ready for use.
• Maximise the office budget, ensuring cost efficiency while maintaining a high-quality workplace experience.
• Ensure the Incubeta offices meets business needs, including identifying opportunities for new office spaces when necessary.

People Support & Adhoc Administration

• Coordinate onboarding for new hires, prepare induction sessions, and facilitate smooth transitions.
• Provide administrative support across the business as required, assisting different teams with various tasks.
• Manage the offboarding process ensure access to relevant tools and platforms is disabled and company tech is returned
• Support our committees with organising events and initiatives.

Health, Safety, and Compliance

• Ensure the office adheres to all health and safety regulations, conducting regular risk assessments and addressing potential hazards.
• Maintain health and safety records, ensuring incidents are logged, followed up on, and reported as required.
• Conduct regular audits of office facilities, fire exits, and emergency equipment, ensuring everything is functioning properly.
• Ensure the office complies with legal and regulatory requirements, such as fire safety, first aid, and workplace health standards.

Executive Support

• Provide administrative support to the executive team. 
• Take ownership of company-wide meetings, including scheduling, agenda preparation, and coordinating communications to ensure seamless execution.
• Plan and coordinate travel arrangements, including booking transportation, accommodation, and itineraries.
• Organise and book meetings, ensuring appropriate venues, resources, and timing.

Key Skills

• Previous experience in an administrative, front-of-house, or office management role.

• Excellent organisational skills and the ability to multitask and prioritise.

• Warm, professional, and confident communicator—both in person and in writing.

• Strong problem-solving skills and a proactive, solutions-focused attitude.

• Comfortable working independently while juggling a wide range of responsibilities.

• A team player who thrives in a fast-paced, collaborative environment.

• Enthusiastic about creating a positive workplace culture.

About Incubeta

• Incubeta is a digital marketing consultancy with over 15 years of experience that brings together the best people, technology and data to help advertisers, agencies and publishers get the most from digital for their business
• We are Google's most experienced EMEA sales partner
• We have three amazing offices in the UK; London, Manchester and Belfast, and are part of a global business with 22 offices around the world!
• We have an incredible team of over 700 creators
• We have won awards for both our work and our culture!
• We have committees and networks that improve our thinking and action on topics such as DE&I, Mental Wellbeing, Social and Sustainability

Our Package

• Incubeta pay industry benchmark salaries - these are reviewed on a regular basis and can increase as you progress along your career path
• We offer additional team performance related bonuses and a company wide performance bonus
• We have a credit-based benefits package that allows you to choose from a range of benefits including health care, additional pension, gym memberships and more