Office Manager

• Degree or equivalent in Business Administration, Management, or a related field.
• 5+ years of experience in office management, administration or a similar operational support role.
• Proven track record of independently managing office operations.
• Experience working with senior managers and supporting cultural or/and internal communications is a plus.
• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite, Sharepoint).
• Ability to manage multiple tasks and prioritise effectively.
• Leadership and team management abilities.
• Problem-solving and decision-making skills.
• Demonstrates attention to detail in all aspects of their work.
• Familiarity with Canva is a plus for supporting internal communciations.

• Office Administration: Manage and coordinate office activities and operations to ensure efficiency and compliance with company policies.
• Executive Support: Provide administrative support to senior management. Attend senior meetings to capture key discussions and action items.
• Event Planning: Organise key meetings, workshop and conference events, both on-site and off-site, including logistics, venue coordination, managing communications, materials preparation, and catering as required.
• Key Visitor Coordination: Serve as primary contact and coordinator for visiting guests from other Thorlabs operations and third-party organisations. Ensure our external travel and accommodation service provides excellent support.
• Communications: Support internal communications by coordinating/editing employee newsletters, maintaining engaging digital content on our SharePoint site, coordinating the weekly team brief cascades, and other related activities.
• Outreach: Co-ordinate local networking opportunities – reaching out to local schools, colleges, and charities. Attending local business events such as Chamber of Commerce, business park events and awards
• Business Planning: Support the annual business planning process by working with senior managers to collate entity and departmental objectives and associated initiatives. Ensure timely cascade to all employees.
• Office Budget Management: In collaboration with the General Manager and Finance develop necessary workflows to monitor and approve office spending such as travel, company events and outreach activities. Ensure company expenses are properly documented.
• Project Management: Assist in cultural change and other key entity projects and initiatives as defined by the General Manager. Responsibility for project tracking and communication.
• Operational Culture: Collaborate with senior leaders and other key stakeholders on initiatives that drive our ongoing culture of empowerment and continuous improvement across all departments.
• Team Celebrations: Coordinate budget achievement celebrations to reward employees when financial targets are met.
• Entity Event Coordination: Collaborate with external event management companies to support the planning and execution of annual events such as our Summer and Christmas parties. Ensure all logistics, communications, and on-the-day details are effectively overseen.
• Office Visuals: Maintain an engaging office environment by working with internal stakeholders and external graphic designers to coordinate the design and installation of internal graphics, such as posters, wall art and daily visual management boards.
• Accreditations: Collaborate with leaders and other key contributors such as HR to progress our ‘Investors in People’ journey and associated accreditation level.
• General: Manage shared inboxes for travel and events, responding promptly and professionally and support other routine office administrative duties.

Thorlabs