Office Manager and CEO Assistant

Theodo is an engineering & design consultancy with offices in Paris, London, New York, Casablanca and Cape Town. We build high-quality digital products for clients across industries, and we are increasingly working with enterprise organisations on complex, high-impact tech modernisation programmes - including AI-powered code modernisation.

We run lean internally: we care about process, continuous improvement, and doing things properly. Our founders have written books on the best practice for using lean to scale agile in large organisations.

Theodo UK’s office experience for employees, clients, and candidates depends on someone owning it properly. This role exists to do exactly that: ensure the office runs smoothly at all times, and support the CEO in running an organised, well-planned leadership function. You'll report directly to the CEO and be the person they rely on to keep things working, visitors welcomed, and events happening.

The role

Office Operations

• Ensure the office is fully functional at all times: equipment, wifi, meeting rooms, printers, and anything else employees need to work effectively

• Own the resolution of office issues quickly, reducing lead-times and preventing recurring problems

• Welcome all visitors (clients, candidates, and leadership from overseas) and ensure they have a seamless, professional experience from arrival

• Create a positive experience for new employees onboarding into the company, including office orientation and welcome packs

• Proactively gather feedback on the office environment and make improvements before problems escalate

• Manage the CEO's diary, travel, and restaurant bookings, ensuring no conflicts and adequate preparation time

• Support the CEO's inbox management, helping to triage, draft, and follow up on correspondence

• Maintain a forward-looking view of key diary events to enable long-term planning across the leadership team

• Coordinate leadership visits from Paris head office, directors, and founders, ensuring logistics are handled end-to-end
  

• Take ownership of employee events (monthly socials, Christmas party, keynotes, and off-sites), planning well in advance to achieve high turnout and a strong employee experience
  

• Coordinate leadership visits from Paris head office, directors, and founders, ensuring logistics are handled end-to-end

• Support the organisation of off-sites so the team has the right environment to do focused, productive work
  

You bring genuine energy to making environments and operations work well for other people. You notice things before they're flagged, follow through without needing to be chased, and stay calm when priorities shift at short notice.

• Highly organised with strong attention to detail

• Proactive by default - you spot problems early and act on them without being prompted

• Service-oriented mindset - you take pride in the experience of everyone around you

• Comfortable context-switching between small operational fixes and larger project coordination

• Discreet and trustworthy when handling sensitive information

• Strong interpersonal skills

• Adaptable and calm under pressure

• Previous experience in an EA, PA, office management, or customer-facing operations role

• Demonstrated experience supporting a senior stakeholder (C-Level or equivalent)

• Evidence of owning events or projects end-to-end

• Good tenure in previous positions

• Available to work in the London office 5 days per week