Lead of Office Management, Executive Support (Global)

Lead of Office Management & Executive Support

Purpose To lead the global Office Management department while providing hands-on, concierge-level workplace and executive support for the local office. This dynamic hybrid role bridges strategic leadership—driving consistency, efficiency, and high standards across all locations—with high-touch, day-to-day operations. The ideal candidate will ensure an exceptional, seamless environment for executives, staff, and visitors while proactively addressing operational challenges.

Key Responsibilities

Workplace & Office Operations

• Operational Ownership: Oversee end-to-end daily workplace operations, ensuring the office remains meticulously organized, highly functional, safe, and well-maintained.
• Vendor & Facility Management: Coordinate workplace vendors, facilities maintenance, health and safety protocols, and related services.
• Logistics & Administration: Manage office logistics, correspondence, deliveries, and inventory management.
• Event Coordination: Support the planning and execution of internal meetings, corporate events, and workplace culture initiatives.

Executive Support & Hospitality

• White-Glove Assistance: Provide highly responsive administrative, logistical, and coordination support to senior stakeholders.
• Concierge-Level Hospitality: Maintain exceptional standards of workplace presentation. Proactively manage the visitor experience, meeting room readiness, premium refreshments, and ad-hoc hospitality needs.
• Anticipatory Support: Act with high discretion on confidential and time-sensitive requests, anticipating executive needs and seamlessly resolving operational friction.

Department Leadership (Global)

• Team Leadership: Act as the lead of the global Office Management department, providing guidance, mentorship, and operational support to regional team members.
• Standardization: Establish, document, and maintain standard operating procedures and best practices for office operations globally.
• Process Improvement: Champion consistency, efficiency, and exceptional service quality across all company locations, continuously identifying areas for operational enhancement.

Skills & Competencies

Hard Skills & Technical Abilities

• Office Administration & Facility Management
• Executive & Administrative Support
• Vendor Management & Service Provider Coordination
• Procurement & Purchasing Coordination
• Travel Logistics & Event Coordination
• Budget Tracking & Expense Administration
• Proficiency in Microsoft Office / Google Workspace
• English: B1+ or higher (Written and Spoken)

Core Competencies

• Service Orientation: A proactive, «no task is too small» mindset focused on delivering exceptional hospitality.
• Planning & Organization: Unwavering attention to detail with the ability to manage complex logistics.
• Proactive Problem Solving: The ability to anticipate challenges and implement solutions before they escalate.
• Discretion: Strict adherence to confidentiality and professional boundaries.
• Adaptability: Capacity to pivot quickly between high-level strategic tasks and hands-on operational duties.

Leadership Competencies

• Team Leadership & Mentorship
• Cross-Functional Collaboration
• Process Optimization & Standardization
• Decisive and empathetic decision-making

Minimum Requirements

• 3−5+ years of progressive experience in Office Management, Executive Support (PA/EA), Workplace Operations, or similar hybrid roles.
• Proven track record of supporting senior leaders or executives in a fast-paced environment.
• Demonstrated experience managing multiple stakeholders, vendors, and procurement processes.
• Strong English proficiency (B1+ minimum) to support global department leadership and communication.
• м Дорогожичі You can send your CV to lenka.tykhonova at gmail. com