Executive Assistant & Office Administrator

Company Overview

Rive Gauche is an international studio delivering design and project services across architecture, interiors, procurement, construction, strategic advisory, and project management. The team develops private homes, boutique hotels, branded developments, and luxury resorts for clients who value thoughtful design, continuity, and long-term impact.

The studio’s approach blends two distinct influences: the emotional expression and creative boldness often associated with French design, and the workmanship, heritage, and understated confidence of British luxury. Its strength lies in bringing creativity, strategy, and execution together within one accountable process, reducing fragmentation and creating clarity from concept through delivery. The result is work that feels refined, cohesive, and enduring.

French elegance. British rigour. Enduring value.

Role Summary

This position calls for a highly capable Executive Assistant & Office Administrator to support senior leadership and keep the studio operating smoothly on a daily basis. The role combines executive support with office coordination, including diary oversight, prioritisation, supplier management, financial administration, recruitment support, and broader team assistance.

The successful person will work closely with the Managing Director as a dependable right hand, helping maintain clear priorities, efficient processes, and seamless coordination between internal teams, clients, and external partners. The studio is looking for someone organised, proactive, resourceful, and ready to take ownership, spot inefficiencies, and improve how things are done. Strong communication and organisation are essential.

Executive Assistant Responsibilities

• Manage the Managing Director’s diary, priorities, and time proactively, including acting as a filter for requests and decisions.
• Organise meetings end to end, from agenda setting and preparation through to structured follow-up.
• Handle email and written correspondence on behalf of senior leadership in a timely, polished, and professional manner.
• Serve as the main point of contact between senior leadership, internal teams, clients, and outside partners.
• Monitor actions, deadlines, and commitments to ensure accountability and completion.
• Maintain CRM records accurately, including contacts, interactions, and opportunities.
• Follow up with clients and contacts on behalf of the Managing Director to support relationship building.
• Spot workflow issues and help introduce better systems and processes.
• Support everyday operations, including supplier coordination and financial tracking.
• Help with recruitment administration and onboarding activities.
• Arrange complex travel and logistics for both UK and international requirements.
• Prepare briefing notes, presentations, and key meeting or project materials.
• Assist with strategic priorities and other high-level business initiatives.
• Coordinate client meetings, hospitality, and VIP stakeholder interactions.
• Handle confidential matters with complete discretion and professionalism.
• Keep a strong standard of organisation, detail, and ownership across all tasks.

Office Administration Responsibilities

• Coordinate Amazon and other supplier orders for office and staff needs.
• Carry out regular stock checks and replenish consumables such as milk, coffee, stationery, and snacks.
• Communicate with suppliers by email, arrange meetings, and schedule site visits.
• Answer incoming landline calls and route enquiries correctly.
• Keep the workplace to a high standard, including the kitchen, printer area, and sample library.
• Maintain office order, cleanliness, and daily operational upkeep.
• Help plan, set up, and cater for team events, internal meetings, and workshops.
• Coordinate software and programme licences, including CAD, Photoshop, Adobe, and Smartsheet, with renewals and access management.
• Support document control, filing, version management, and shared drive organisation.
• Manage and update trade accounts, applications, and vendor communication.
• Record office expenses in Smartsheet accurately.
• Track team expenses and compile monthly summaries.
• Log, organise, and file invoices, receipts, and other financial documents.
• Assist with month-end administrative tasks when needed.

People and Onboarding Support

• Prepare onboarding packs, equipment, IT setup, and internal account access for new hires.
• Support induction activities and help new employees settle in smoothly.

Skills and Experience

The ideal candidate will bring excellent organisation, strong multitasking ability, sharp attention to detail, and confident written and verbal communication. They should be comfortable managing several deadlines at once and working in a busy, fast-moving environment. Good working knowledge of Microsoft Office, including Outlook, Excel, and Word, is required, along with general comfort using digital tools and platforms.

Useful but not essential experience includes time spent in a design, architecture, or creative studio; familiarity with project management platforms or CRM systems; and an understanding of supplier coordination, snag lists, or FF&E workflows.

Additional Information

This is a London-based office role, with some hybrid working possible depending on office needs. The opportunity is suited to someone looking to grow their career within a young, expanding luxury design practice, and the role requires a balance of administrative capability, business-facing communication, and initiative.