Job Description
Office Manager & Admin Support
F1 Arcade® is the world's first official Formula 1® social entertainment venue, where high-octane excitement meets exceptional hospitality! Each meticulously designed venue features up to 90 state of the art full motion F1 racing simulators, a world-class food menu and open kitchen, an enormous cocktail and champagne bar, along with private and semi-private event spaces, perfect for all group sizes. Whether or not you’re a racing fan, this is a social gaming experience like no other.
Location: Hybrid role based at the Company’s Office 3 days p/wk (situated between Kings Cross/St Pancras and Caledonian Road tube stations) and remote working for the remainder of the week
Reporting to: Senior Executive Assistant
Role Overview:
This is a dual-role opportunity, combining the responsibilities of managing the day-to-day operations of the head office at F1® Arcade whilst also supporting the Chief Technology Officer (CTO) and wider senior leadership team. You will be responsible for ensuring the smooth operation of the office, from managing facilities to coordinating IT onboarding and offboarding. Simultaneously you will provide essential administrative assistant helping with diary and inbox management, travel bookings, task tracking, and preparing presentations. This role requires a highly organised individual who is comfortable juggling multiple tasks and interacting with both senior leadership and the wider team. You will need to be proactive, resourceful, and able to maintain a productive and high-energy office environment.
Key Responsibilities:
• Coordinate and manage the busy schedules of the CTO, scheduling meetings, calls, and appointments across time zones. Ensure alignment with other team members’ calendars and handle any last-minute changes or rescheduling
• Inbox monitoring and management, flagging urgent messages, and ensuring all emails are responded to appropriately. Help prioritise tasks based on urgency
• Organise travel for any domestic and international trips, including flights, hotels, ground transport, and itineraries
• Keep track of important tasks, upcoming deadlines, and meetings. Proactively highlight priority items to the CTO, ensuring nothing is missed
• Assist in preparing presentations, ensuring slides are formatted to align with company branding and messaging. Help gather data, visuals, or other relevant content
• Maintain a well-organised filing system for important documents, presentations, and communications to ensure quick and easy access for the leadership team
• Help distribute internal and external communications drafted by the CTO to relevant teams or stakeholders. Ensure consistency in messaging and that all updates are communicated clearly
• Process expenses for the CTO on Spendesk
Office Manager Responsibilities:
• Oversee day-to-day running of the office, ensuring it remains a productive and pleasant work environment. Manage office supplies, equipment maintenance, and handle any office-related issues
• Liaise with landlord for any office maintenance needs, including repairs and security
• Manage relationships with external office stakeholder (e.g., landlord, supply companies, cleaners), ensuring timely payments and smooth service
• Review and approve office related invoices
• Arrange couriers or taxis as relevant, ensuring processed to correct budget
• Receive and distribute post and large deliveries
• Assist in coordinating and organise internal office events such as team lunches, HQ monthly events, office parties, or off-site meetings
• Ensure the office is compliant with health and safety regulations, keeping first-aid kits stocked
• Manage desk plans as and when necessary, ensuring to accommodate teams’ requirements
• Support the onboarding process for new hires by preparing welcome packs, organising workspace setups, ensuring all necessary IT set up, equipment, and office access is prepared
• Day to day company IT related assistance such as distribution list creation or updates, and O365 global address book updates
• Auditing of IT matters such as SharePoint access, distribution mailing lists, etc
• Org chart creation and updates for Central HQ, US Home Office & venue management teams. Including organising quarterly headshots for Central HQ
• Manage the company business card orders
• Organise birthday cards and cakes for HQ staff
• Communication of newsletters from Tileyard and the weekly gym classes
• Track company award nominations and recognitions received
• Process office and HQ leadership related expenses, aligning to office budgets, and work alongside finance teams to ensure accurate tracking of expenditures
Key Requirements:
• Strong organisational skills to manage multiple executive schedules and office operations seamlessly whilst maintaining accuracy
• A self-starter who can anticipate the needs of the executives and the office, manage conflicting priorities and resolve any issues efficiently
• Excellent written and verbal communication skills, capable of interacting professionally with all levels of the organization
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Familiarity with office management software and other tools like Slack, Trello, or Asana is a plus
• Proven experience in an Executive Assistant or Office Manager role, ideally in a fast-paced environment
• Ability to handle confidential information with discretion and professionalism
Benefits Offered
• Friends and Family Discounts across all F1® Arcade venues
• Legendary team parties
• Quarterly team socials
• Access to Fresh fruit & fully stocked drinks fridge when in HQ
• Loyalty awards including enhanced holiday pay linked to service
• Annual bonus scheme
• Enhanced benefits supporting your family and homelife including; Fertility support policy, increased maternity & paternity leave and pay provisions, paid bereavement leave
• Discounted gym membership & access to a free weekly group PT session at the on-site health hub
• On-line wellbeing platforms supporting; mental, physical and financial wellbeing
• Health cashback plans including dental, optical and wellbeing such as massage and reflexology