Executive Assistant & Facilities Manager

Executive Assistant & Facilities Manager (London)

Reporting to: CFO
Location: London (Hybrid – minimum of 3 days onsite)
Type: Full-time | Permanent

The Role

Kobalt is seeking a highly organised, proactive, and detail-oriented Senior Executive Assistant & Office Operations Manager to support the CFO, EVP, Corporate Finance and the Corporate Legal Counsel and ensure the smooth day-to-day running of our London office.

This is a senior EA role with operational oversight responsibilities, suited to someone who thrives in a fast-paced, high-performance environment and can balance executive support with coordination of office operations.

You will act as a trusted partner to the CFO, while also ensuring that office operations, facilities coordination, and internal events run efficiently.

What You’ll Do

Executive Support (Primary Focus)

• Provide high-level, proactive support to the CFO, including complex calendar management and meeting coordination across time zones
• Act as a key point of contact, ensuring effective communication between internal teams and external stakeholders
• Manage global travel arrangements, itineraries, and logistics
• Monitor and prioritise communications, ensuring timely follow-ups and responses
• Prepare presentations, reports, and meeting materials as required
• Support corporate and financing activities (including debt raises), coordinating meetings, managing confidential documentation, and ensuring effective communication between internal stakeholders and external advisors (e.g. banks, legal counsel). Oversee the execution of corporate actions, including document management, signature processes, and notarisation where required.

Office Operations & Facilities (Management)

• Manage the day-to-day running of London office operations, ensuring a well-functioning and efficient workplace.
• Manage and support Office Manager.
• Responsible for ensuring upkeep of external vendors and contractors (e.g. maintenance, office services, building management, H&S, service contract renewals), ensuring service delivery standards are met as required
• Coordinate office-related projects and improvements together with Office Manager
• Support the planning and execution of internal events, meetings, and office/team activities
• Ensure a high-quality office experience for employees and visitors

What You’ll Bring

• Demonstrated experience supporting senior or C-level executives in a fast-paced, global environment
• Strong ability to manage complex schedules, competing priorities, and international coordination
• Experience supporting senior stakeholder and board-level processes
• Excellent organisational skills, attention to detail, and follow-through
• Strong interpersonal and communication skills, with the ability to build trust across all levels
• Experience of managing staff and coordinating office operations or facilities (coordination rather than full ownership)
• High level of proficiency in Microsoft Office and Google Suite
• A proactive, solutions-oriented mindset with the ability to anticipate needs and act independently

Interview Process

• Interview with Recruiting Partner
• Interview with Hiring Manager - CFO
• Final round interview with other stakeholders

Why Choose Us

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders. We’re proud to work with some of the world’s most influential talents including Phoebe Bridgers, Sam Fender, Paul McCartney, Foo Fighters, Karol G, Young Thug, Kali Uchis, and Andrew Watt as well as acclaimed writers like Simon Aldred (Rag’n’Bone Man, Liam Gallagher, Celeste) and Clarence Coffee Jr. (Dua Lipa, Lizzo, The Snuts).

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders.

We’re a company that thrives on creativity, collaboration, and progress, guided by our values: Music First, Transparent, Tech Powered, and Transformative.

We are committed to building a diverse, inclusive, and supportive workplace where everyone can thrive. If you need any adjustments during the hiring process, please let us know.

If this sounds like you, we’d love to hear your story—please apply below. And to get you in the right mindset, enjoy a curated playlist from our incredible creators.

IMPORTANT NOTICE

Applicants must be eligible to work in the United Kingdom. A full DBS check will be conducted on acceptance of the offer. Kobalt is an equal opportunity employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, or any other status or characteristic protected by law.