Executive Assistant and Office Manager

As Executive Assistant and London office Manager at Cognism, you’ll sit at the operational heart of the business – responsible both for the smooth day-to-day running of our London HQ and for executive support across several members of our Executive Leadership Team. 

On the office side, you’ll be responsible for creating a well-organised, efficient and welcoming office environment, supporting teams across the company, and managing the administrative processes that keep the organisation running effectively.

On the executive side, you’ll provide diary and correspondence management for the CEO, CFO and CHRO, with lighter-touch support for the CPTO, CISO and CLO on board-related matters.

Office Operations and Environment

• Oversee the day-to-day running of the office, ensuring it is clean, well-stocked and fit for purpose. Manage relationships with building management, suppliers, and service providers. Act as the first point of contact for all facilities-related matters.
• Ensure the office meets all health and safety requirements. Maintain records, conduct risk assessments, and liaise with external parties on building compliance and certifications
• Own procurement of office supplies, office equipment, and amenities, negotiating with vendors to ensure value for money.
• Provision and deprovision London office access passes for employees, and arrange guest bookings for those temporarily visiting

Executive Diary & Correspondence Management

• Full diary management for CEO, CHRO, CFO
• Provide light diary management and meeting/collaboration preparation support for CPTO, CISO and CLO in relation to board preparation
• Align board agendas across stakeholders; own the annual board cadence across all 11 members/ observers, including ad-hoc sessions
• Coordinate all logistics for in-person and remote board meetings
• Maintain the yearly ELT travel tracker, supporting travel bookings (hotel, flight, train, car) and expense submissions for CEO

Leadership and Company Operations

• Organise and support deep dives and ELT meetings across the organisation, for both large and small groups
• Collate and distribute Townhall content, owning Townhall day logistics including in-person and Zoom set-up
• Keep Townhall/ ELT/ SLT/ People/ Investor/ Board distribution lists and slack channels up-to-date

People, Offsite and Culture Support

• Support onboarding for new joiners, ensuring their workspace is welcoming from day one. Run each new starter through our Fire Evacuation plan.
• Help coordinate company events, offsites and social activities that contribute to a positive office culture. From time to time, you may also assist with coordinating administrative tasks and cultural events for our Cologne, Paris and Boston offices
• Organise ELT/ SLT offsites end-to-end: aligning diaries across all attendees, booking meeting rooms, catering, hotels and dinners where applicable, and tracking dietary requirements. Coordinate agenda logistics directly with the CEO