Executive Assistant & Office Manager

Executive Assistant & Office Manager

Location: Birmingham, Office-based

Contract: Full time, permanent role

Salary: up to £33,000 depending on experience

Package & Benefits

· Bonus: up to 30%

· 25 days holiday plus 8 bank holidays (with option to buy extra 5 days)

· Onsite Gym

· Health and wellbeing programme

· Employee and store discount

Office-based at our Birmingham Head Office; visa sponsorship is not available

About Jewellery Quarter Bullion

We’re passionate about gold and silver investment, making it simple for customers across the UK and Europe to buy, sell, and store bullion securely. As the UK’s leading online bullion dealer with £500m+ turnover, our brands (BullionByPost.co.uk, Gold.co.uk, and others) are trusted by thousands of investors.

You’ll join a fast-paced, specialist business where vigilance, trust and operational excellence underpin everything we do.

Role Overview

Jewellery Quarter Bullion (JQB) is looking for a highly organised, proactive and resourceful Executive Assistant & Office Manager to support our leadership team while ensuring the smooth day-to-day running of our Birmingham Head Office.

Reporting to the HR Business Partner, this is a varied role combining executive support, office management, HR administration and recruitment coordination. You'll be responsible for providing proactive support to senior leaders, coordinating key business activities, managing office operations and ensuring HR and recruitment processes are delivered efficiently and accurately.

Acting as a central point of coordination across the business, you'll build strong relationships with colleagues at all levels, anticipate business needs and take ownership of keeping people, processes and the office running smoothly. You'll be someone who enjoys variety, thrives in a fast-paced environment and takes pride in delivering a first-class experience for both employees and visitors.

This is a hands-on role with significant autonomy, making it ideal for someone who enjoys taking ownership, solving problems and ensuring nothing falls through the cracks.

Key Responsibilities

Executive Support

· Provide proactive administrative support to senior leaders, anticipating needs and ensuring priorities are effectively managed.

· Coordinate leadership meetings, preparing agendas, documentation and minutes where required.

· Support diary management, scheduling and meeting coordination.

· Track actions arising from leadership meetings and ensure timely follow-up.

· Prepare reports, presentations and business documentation to a high standard.

· Coordinate travel arrangements, meeting logistics and visitor management where required.

· Provide administrative support for strategic projects and business initiatives.

Recruitment Coordination

· Coordinate interviews and candidate scheduling across multiple vacancies.

· Act as the main point of contact for candidates throughout the recruitment process.

· Maintain recruitment trackers and applicant records.

· Prepare offer documentation and onboarding paperwork.

· Support hiring managers throughout the recruitment process.

· Coordinate assessment days, interviews and recruitment administration.

HR Administration

· Preparing employment contracts, offer letters and HR documentation

· Coordinating onboarding processes for new starters

· Maintaining employee records within HR systems, ensuring accuracy, completeness and audit readiness

· Supporting right-to-work checks and compliance documentation

· Preparing HR correspondence and documentation

· Supporting absence management administration and documentation

· Assisting with HR reporting and record keeping

· Supporting employee lifecycle administration, including starters, changes and leavers

HR Audit & Compliance Support

· Maintaining HR file audit trackers

· Ensuring personnel files contain required documentation and meet internal documentation standards and audit requirements

· Supporting periodic HR audits

· Following up with managers where documentation is missing

Office Operations

· Overseeing day-to-day office supply management, including consumables ordering

· Manage outgoing post and ensure items are sent accurately and on time

· Coordinating meeting room bookings and office organisation

· Assisting with new starter desk setups and equipment coordination

· Supporting internal initiatives, events and office activities

· Assisting with general office administration and facilities coordination

· Coordinate and support onsite meetings and events, including board meetings and external visits

Skills & Experience

· Strong organisational and administrative skills with the ability to manage multiple priorities in a fast-paced environment

· Previous experience in an administrative, office coordination, executive assistant or operations support role

· Ability to manage and coordinate multiple tasks, deadlines and competing priorities

· Strong attention to detail and ability to maintain accurate records and documentation

· Excellent written and verbal communication skills when working with colleagues, managers and external contacts

· Experience supporting recruitment processes or coordinating interviews and candidate communication

· Comfortable supporting senior leaders with meeting coordination, documentation and general administrative support

· Ability to handle confidential and sensitive information with professionalism and discretion

· Ability to operate with sound judgement in a commercially sensitive environment

· Strong IT skills including Microsoft Office (Word, Excel, Outlook) and general business systems

· Experience supporting office operations, including supplies, facilities coordination or internal events

· Proactive and solution-focused, with the ability to identify where processes or organisation can be improved

· Strong organisational awareness and ability to align administrative activity with wider business priorities

· Comfortable working in a high-accountability, performance-driven environment

Why You’ll Love It Here

· A varied role with exposure across HR, recruitment, office operations and leadership support

· Opportunity to work closely with senior leaders and gain insight into how a growing business operates

· A position at the centre of the organisation, helping ensure internal processes and operations run smoothly

· Exposure to a fast-growing digital business operating in a high-value environment

· A culture built on Integrity, Agility, Ambition, Clarity and Efficiency, with high standards and accountability

· High visibility role contributing to operational discipline and leadership effectiveness across the business

About You

You’ll be successful in this role if you:

· Highly organised and able to manage multiple priorities in a busy environment

· Proactive and reliable, with strong attention to detail

· Comfortable supporting different teams and senior leaders

· Strong communication and coordination skills

· Able to handle confidential information with professionalism and discretion

· Strong focus on process discipline and operational efficiency

Ready to Apply?

If this sounds like the right opportunity for you, we’d love to hear from you. We’ll review applications and contact shortlisted candidates to discuss next steps.

Pre-employment Checks Please note that all successful candidates will be required to complete pre-employment screening checks, which include:

· Right to work verification

· Criminal record check (DBS)

· Reference checks

· For certain roles, credit or fraud screening may also be required in line with business risk and regulatory requirements.

Application Deadline: 14th August 2026 (we reserve the right to close this vacancy early if the right candidate is appointed)

Pay: £30,000.00-£33,000.00 per year

Benefits:

Employee discount

Free flu jabs

On-site gym

Profit sharing

Sick pay

Work Location: In person