Office & Executive Coordinator

Who is Prosek? We are entrepreneurial. Prosek is a founder-led, integrated marketing and communications firm with an entrepreneurial mindset. With a 50-person London team, US headquarters and nine offices globally, we combine international reach with an entrepreneurial mindset and are always looking for what comes next. We are specialised. Prosek provides deep expertise across financial and professional services. We are people-centric. Our teams work together in a collaborative environment built on mutual respect, professional development and strong working relationships. We are award-winning. Join a team that was recently named PRovoke Media’s 2026 Global Agency of the Year. Overview: The Office & Executive Coordinator will play a central role in ensuring the smooth day-to-day operation of Prosek's London office while providing executive support to senior leadership. This role combines office management, executive support, employee experience and event coordination responsibilities. The successful candidate will be highly organised, proactive and service-oriented, with a positive, energetic approach and a genuine passion for creating exceptional workplace experiences. As a key member of our London office, this individual will help foster a collaborative, entrepreneurial and high-performing culture, ensuring employees, clients and visitors alike have a positive experience. What you'll be doing: Office Management & Administration: Act as the first point of contact for visitors, clients and guests, ensuring a professional and welcoming office environment. Manage reception operations, incoming and outgoing mail, courier services and office deliveries. Coordinate meeting rooms, catering, refreshments and meeting logistics for internal and client meetings. Oversee office supplies, pantry stock and general office upkeep to ensure the office operates smoothly and efficiently. Liaise with building management, maintenance providers and external vendors to coordinate facilities needs, repairs and office services. Support office-wide administrative activities, communications and operational initiatives. Coordinate onboarding logistics for new employees, including workspace preparation and office orientation. Technology & Facilities Coordination: Serve as the primary liaison between the London office and the US IT team. Coordinate technology requests, equipment setup and ongoing support for employees. Monitor meeting room technology and office equipment, escalating issues and coordinating resolutions as needed. Assist with technology upgrades, equipment inventory management and facilities-related projects. Proactively identify and address office, facilities and technology issues to minimise disruption and ensure employees have the tools they need to succeed. Executive Support: Provide day-to-day support to our London Partner, including complex diary management and scheduling. Act as a key liaison between our London Partner and internal and external stakeholders, helping to manage priorities, deadlines and follow-up actions. Arrange travel and process expenses for the Management Team. Coordinate internal and external meetings, manage competing priorities and ensure seamless logistics. Events & Employee Experience: Support the planning and execution of office events, employee engagement initiatives, team celebrations, charitable activities and firm-wide programmes. Assist with client events and networking activities in partnership with colleagues across the business. Coordinate event logistics, including venue sourcing, vendor management, catering, invitations and attendee communications. Partner with office leadership to enhance employee experience, strengthen office culture and support office-wide meetings and team gatherings. Provide occasional HR and recruitment coordination support, including onboarding administration. Skills & Experience: Previous experience in an office management, executive assistant, office coordinator, hospitality or administrative support role. Exceptional organisational and time-management skills, with the ability to manage multiple priorities and stakeholders. Strong interpersonal and communication skills, with a professional and confident approach. Tech-savvy, with proficiency in Microsoft Office and workplace collaboration tools. Client-service focused, with a positive attitude and a passion for creating outstanding workplace experiences. Naturally relationship-oriented and comfortable engaging with employees, clients and senior stakeholders. Resourceful, proactive and adaptable, with strong problem-solving abilities and attention to detail. High level of discretion and professionalism when handling confidential information. Excited by the opportunity to contribute to a growing, entrepreneurial and fast-paced business environment. Working Arrangement: This role is based in the London office and requires a minimum of four days per week in-office presence. Flexibility may occasionally be required to support client meetings, office events and other business needs. What are the perks? Private healthcare and wellbeing support, including access to talking therapies and a 24/7 GP service Employer pension contribution of 4.5% Hybrid working model: four days in the office and one day working from home Two weeks of remote working annually Generous annual leave allowance, including your birthday off Monthly contribution towards mobile phone costs Ongoing learning and tailored career development opportunities Our Core Values: Chemistry, Collaboration and Belonging: Our culture encourages people with different perspectives and backgrounds to work towards common goals as we brainstorm, plan and deliver work on behalf of our clients and grow our business together. Grit and Hustle: We work hard, roll up our sleeves and do what it takes to deliver excellent work. We value a practical, hands-on approach and believe in doing things properly. The Excitement of New Challenges: We view challenges as opportunities to learn, grow and push ourselves further - both individually and as a team. A Workplace with Humanity: We recognise the pace and demands of agency life, and the importance of supporting one another. We work hard to create an environment where people feel supported, respected and able to do their best work. Our Beliefs on Culture, Diversity & Belonging: We are committed to building a diverse workforce reflecting and embracing diversity of all kinds - diversity of geography, cognitive diversity, race, ethnicity, age, gender identity, sexual orientation, political affiliation, socioeconomic backgrounds. We believe having teams that represent the broader communities where we live and work creates a culture that celebrates creativity, inclusiveness and teamwork and helps us offer our global clientele of mature and emerging businesses counsel that is dynamic, rich and nuanced. Prosek Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, sexual orientation, gender identity or expression, or any other protected characteristic. Follow us: Website | Twitter | LinkedIn | Facebook | Instagram #LI_HYBIRD