Office Manager

Vitesse: Your next adventure awaits!

Join the team who are redefining the payments space.

About Us

At Vitesse were more than just a payments platform were the trusted financial infrastructure connecting the global insurance ecosystem. Tailor-made for insurers brokers MGAs and TPAs our unified platform optimises claims funds enables real-time global payments and delivers full financial control. Our impact is real: over $20 billion in payments across 200 countries hundreds of millions returned to insurers balance sheets and counting. Were licensed in the UK (FCA) Europe (DNB) and New York (NYDFS) with over 260 amazing colleagues worldwide. With $93 million recently raised in Series C funding from KKR our journey is just beginning and our ambitions are sky-high.

Headquartered in the heart of London and expanding across Europe and the US Vitesse is where your ideas power tomorrows insurance solutions. Are you ready to make a difference Youre in the right place.

The Role

The Office Manager and Team Assistant plays a central role in ensuring the smooth and efficient running of the office while providing admin support to the Exec and People team. The role is split approximately 80% office management and 20% team assistant support balancing operational oversight with proactive assistance to key stakeholders.

In this hybrid capacity the postholder will manage day-to-day office operations coordinate logistics maintain a positive and productive workplace environment and act as the main point of contact for internal and external partners. They will also provide high-quality administrative and organisational support to the Exec including diary management meeting coordination communication support and project administration with precision and discretion.

The ideal candidate will be highly organised approachable and solutions-focused with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. They will take genuine pride in maintaining a polished efficient and welcoming workplace anticipating needs resolving issues proactively and delivering work with impeccable attention to detail. A true perfectionist in the best sense they take ownership of their environment uphold the highest standards and approach every task with professionalism consistency and care.

What Youll Be Doing:

Office Management (80%)

• Oversee the day-to-day management of the office ensuring a professional efficient and welcoming environment.

• Maintain high standards across the office ensuring supplies in kitchens and restrooms are stocked and all meeting rooms are professional clean and well-maintained.

• Manage meeting room bookings visitor passes and all office logistics.

• Coordinate refreshments deliveries stationery orders and employee merchandise.

• Take full accountability for health and safety measures including first aid provisions fire safety and maintaining fire warden and first aid training records.

• Organise internal and social events such as informal client gatherings summer celebrations and Christmas parties organising logistics including venue selection catering travel arrangements and accommodations. As well as prepare event materials presentations and agendas.

• Facilitate effective communication within the office acting as a central point of contact for both internal teams and external stakeholders to ensure smooth information flow and timely responses.

• Manage relationships with all suppliers and contractors including those responsible for office and building maintenance cleaning and facilities services.

• Oversee the maintenance of office equipment such as coffee machines and shared amenities ensuring they remain in excellent working order.

• Troubleshoot and resolve any operational issues promptly and efficiently.

Team & Executive Support (20%)

• Coordinate travel logistics for the Executive team and other employees as required.

• Support company meetings and events ensuring they are clearly signposted well-organised and professionally presented.

• Provide administrative and project support to the Executive and People teams contributing to the smooth delivery of day-to-day operations.

• 35 years experience in office management or a similar administrative role.

• Exceptional organisational skills with the ability to manage multiple priorities in a fast-paced environment.

• Professional and approachable manner with strong written and verbal communication skills.

• Proficient in office software including MS Office (Word Excel PowerPoint) and email/calendar management tools.

• Discreet and trustworthy with the ability to handle confidential and sensitive information with integrity.

• Strong attention to detail and a commitment to maintaining high standards across all aspects of the office.

• Proactive and solutions-focused able to anticipate needs and resolve issues efficiently.

• Experience liaising with external suppliers contractors or building management teams is desirable.

• Basic understanding of health and safety requirements including first aid and fire safety procedures is preferred.

• 25 days Holiday per year (increasing by 1 day per years service up to 30 days) Bank Holidays
• Mandatory 5 days per week in our St Pauls office
• Contributory pension scheme
• Enhanced Parental leave
• Cycle to Work Scheme
• Private Medical Insurance with AXA
• Unlimited access to therapy sessions through our partner Oliva
• Discounted Gym membership through Gympass
• Financial Coaching with Octopus Wealth
• 2 days of volunteering leave per year
• Sabbatical after 5 years service
• Life Assurance - MetLife (UK employees only)
• Ongoing Learning and Development to support you reach your career goals

We understand that everyone has their own work rhythm and we believe in a flexible working schedule that supports a healthy work/life balance. We offer a hybrid work approach with 2 days in the office.

Vitesse at our best our values

The Vitesse values are a true reflection of what it takes to thrive in our business so its important to us that any employee who joins our business is aligned with these 3 attributes

Confident Humility

We dont do ego and we know that unless we all win none of us win. We admit when were wrong ask for help and always think about the wider business before ourselves.

Driven to Succeed

We see the opportunity ahead of us and we wont stop until we fulfil the potential we know we have. We hold ourselves to high standards and deliver high quality outcomes for Vitesse and our customers.

Tenacious Responsibility

We take ownership for our actions and decisions and face into the challenges that come our way. We are committed to seeing things through to completion even in the face of adversity.

We are an Equal Opportunity Employer We are committed to creating an inclusive environment that enables everyone to perform at their best where we recognise the rights of all individuals to mutual respect and where there is an unbiased acceptance of others. Our policies and practices aim to promote an environment that is free from all forms of Unfair discrimination and values the diversity of all people. At the heart of our policy we seek to treat people fairly and with dignity and respect. Please confirm if selected for an interview what interview adjustments you would need You can contact Clara Moretti-Greene on or in her absence contact our People Team

Required Experience:

IC