Office Manager & Team Assistant

Job Title

Location : Location

Overview

Office Manager & Team Assistant

• Location: Oxford - Office Based
• Working Pattern: Full Time / Monday - Friday 08.30am - 5.00pm with some flexibility when needed
• Reports to: Head of People Services
• Salary: £40,000 - £43,000

Key Objectives of the RoleYugo is the trusted name for student housing, globally. Every day we connect young people to opportunities and students to amazing spaces. Here at Yugo, we like to do things differently. It's about people, planet, and passion.

As Office Manager and Team Assistant, you will play a key role in ensuring the smooth running of office operations. You will support senior leadership while helping to create a positive, efficient, and well-organised working environment. This is a fulltime, office-based role, with attendance required five days a week.

In this role, you will take full ownership of office management, ensuring everything runs seamlessly. You will oversee facilities, coordinate suppliers and vendors, maintain health and safety standards, and ensure the workplace remains professional, welcoming, and fully functional for both employees and visitors. As this is a non-serviced office, the facilities management and heath and safety aspects of the role are significant given our compliance and legislative responsibilities as an employer. For this reason, experience in facilities management is essential.

Alongside this, you will coordinate senior level schedules, manage meetings and support key business activities, acting as a trusted partner to stakeholders and ensuring priorities are aligned across teams. Reporting to the Head of People Services, you will work closely with senior leaders and colleagues across the business, providing high-quality administrative and organisational support. You will also play a key role in driving office-based initiatives, supporting internal events and contributing to a strong, engaging workplace culture.

You will have a natural ability to build strong relationships across the organisation, alongside excellent written and verbal communication skills. Highly organised, proactive and adaptable, you will take initiative and approach your work with efficiency, flexibility and a solutions-focused mindset. Given the global nature of the business, flexibility to support international time zones and occasional work outside of standard office hours will be required.

Responsibilities

Key Responsibilities

Office Management

• Take full ownership of the day-to-day running of the Oxford office, ensuring a professional, efficient, and wellmaintained working environment.
• Manage office suppliers, service providers, and contracts, ensuring value for money, high quality, and continuity of service.
• Deliver a positive workplace experience by coordinating office initiatives, managing supplies, and responding to employee needs.
• Passionate about creating a welcoming, comfortable, and engaging environment for employees and visitors.
• Coordinate office-based onboarding for new starters, ensuring a smooth, organised, and welcoming first-day experience.
• Provide a professional and welcoming front-of-house presence.

Facilities Management

• Oversee office facilities, including maintenance, space management and workplace standards.
• Lead full compliance with health and safety regulations, as well as internal policies, fostering a safe, compliant, and well-governed working environment.
• Maintain high standards across all areas, including both planned and reactive maintenance, fire safety, and regulatory compliance.
• Conduct regular inspections and floor walks to ensure visual and operational compliance, proactively identifying and resolving issues.
• Oversee certification and licensing requirements, ensuring all documentation is current and audit-ready.
• Manage water safety protocols and other critical building systems, ensuring adherence to legal and organisational standards.

Team Assistance

• Manage complex and fast-paced diaries for members of the Senior Leadership Team, ensuring effective prioritisation and time management.
• Draft, review and send communications on behalf of executives, maintaining a high standard of professionalism and confidentiality.
• Prepare meeting agendas, collate briefing materials, take accurate minutes and track actions to ensure timely follow-up and delivery.
• Arrange domestic and international travel, including flights, accommodation, visas and detailed itineraries.
• Coordinate 1:1s, team meetings and wider business meetings, providing support before, during and after where required.
• Highly competent in Microsoft PowerPoint and Microsoft Word at an advanced level, with the ability to produce complex, high-quality presentations and documentation; intermediate proficiency in Microsoft Excel.
• Provide comprehensive administrative support, including expense management, invoice processing, and document preparation. Act as a gatekeeper for executives, managing inboxes, calls and visitors with discretion and sound judgement.
• Maintain accurate filing systems, records and documentation.
• Organise team events, offsites, socials and conferences.
• Provide ad hoc support to wider teams aligned to the executives as needed.

Qualifications

Key Skills & Capabilities

• Exceptional attention to detail and tenacity, with a high level of accuracy across all tasks.
• Flexible and collaborative, with a willingness to support both executive and office needs.
• Diplomatic and pragmatic, with proven relationship-building skills across landlords and authorities.
• Confident in building strong working relationships across all levels, with a visible, approachable presence in the office.
• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
• Friendly and approachable manner
• Able to handle sensitive and confidential information with discretion and integrity.
• Proactive and forward-thinking, with the ability to anticipate needs and take initiative in a hands-on role.
• Strong problem-solving skills, remaining calm, adaptable and solutions-focused under pressure.

Experience and Knowledge

Essential:

• Demonstrated experience in office management, including facilities management, suppliers and day to day operations.
• Proven experience as an assistant supporting senior leadership in a fast-paced organisation.
• Experience managing complex diaries, travel arrangements and high-level stakeholder coordination.
• Experience working in a global or multi-site organisation, supporting stakeholders across different time zones.
• Strong experience using Microsoft Office (Outlook, Word, PowerPoint, Excel) and collaboration tools (e.g. Teams, Slack).
• Ability to manage multiple priorities with a high level of autonomy and minimal supervision.
• Strong understanding of how to operate effectively in a professional, corporate environment.

Desirable:

• Experience supporting C-suite or board-level executives.
• Experience in a high-growth or international business environment.
• Familiarity with facilities management, health & safety standards or workplace compliance.
• Exposure to project coordination or business operations support.
• Experience within hospitality, real estate, or customer-focused environments.
• Additional language skills would be advantageous.

The Yugo team is a force for good, our mission is to harness this passion to deliver an extraordinary living experience that supports the transition to and from student life.

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