Executive & Operations Secretary

London, United Kingdom · Full-time · Executive & Operations Support

Help build the organisation behind the technology.

Omnibuildos Technologies Ltd is looking for a Executive & Operations Secretary to join our team in London and support the development of a new generation of AI-native Construction Operating System (OOS).

This is not a conventional administrative role.

We are looking for a capable, organised and technologically fluent professional who can combine executive support, business administration, external communications, digital content creation and AI-powered working methods.

Someone who can communicate confidently with business professionals, manage complex information, coordinate multiple activities and use modern technology to make the organisation more effective.

At Omnibuildos, we believe that administrative work should not simply follow established procedures. It should continuously become more intelligent, efficient and reliable.

Your responsibility is to help the company operate effectively, communicate professionally and grow with confidence.

The Mission

Omnibuildos is building an AI-native operating system to connect technology, information and professional expertise across the construction industry.

As an early-stage technology company, we need an effective operational foundation alongside our product development and commercial activities.

The General Secretary / Administrative Secretary will help establish and maintain that foundation.

You will work closely with the founders, executive leadership team, Business & Marketing Director and external professional advisers.

Your responsibilities will extend beyond calendars, correspondence and office administration.

You will support company operations, corporate records, business communications, digital marketing activities and the effective use of AI across everyday workflows.

You will also help build an organised and accessible information environment that supports the company's future development.

We are looking for someone who takes ownership of problems, not simply someone who completes assigned tasks.

What You Will Lead

You will play an important role in the daily coordination and administration of Omnibuildos.

Your responsibilities will include:

Executive & Business Administration

Managing executive calendars, meetings, appointments, travel arrangements and business correspondence.
Preparing professional documents, presentations, reports, meeting agendas and minutes.
Coordinating communication between executives, employees, professional advisers, suppliers and business partners.
Following up on meeting decisions, commitments and outstanding actions to ensure timely completion.
Maintaining accurate, organised and confidential corporate records.
Supporting office operations, administrative procedures and internal coordination.
Helping develop efficient working systems as the company expands.

Corporate Administration & Compliance Support

Supporting UK company formation, Companies House filings and ongoing corporate administration.
Maintaining awareness of statutory filing deadlines, confirmation statements and other routine corporate obligations.
Coordinating with accountants, tax advisers, solicitors, banks and relevant service providers.
Assisting with invoices, expenses, payment records, bookkeeping documentation and financial administration.
Understanding the basic principles of UK company accounting, VAT, Corporation Tax and business record-keeping.
Supporting the preparation and organisation of information required by external professional advisers.
Maintaining orderly records and ensuring important corporate and administrative deadlines are monitored.

You are not expected to replace qualified accountants, tax advisers or lawyers.

However, you should understand enough about these areas to communicate effectively with professionals, follow up on requirements and help ensure that nothing important is overlooked.

Digital Communications & Social Media

Omnibuildos intends to build a professional and consistent presence across digital channels.

Working closely with the Business & Marketing Director, you will support the creation, publication and management of company content.

You should be comfortable working with:

LinkedIn
YouTube
Meta platforms, including Facebook and Instagram
X (formerly Twitter)
The company website and other relevant digital channels

Your responsibilities may include:

Preparing and publishing company news, announcements and professional updates.
Creating and editing written content, images, presentations and short videos.
Using AI-assisted tools to produce and improve digital content efficiently.
Supporting video editing, subtitles, graphics and multimedia production.
Managing content schedules and coordinating publication across platforms.
Monitoring basic engagement data and helping improve communication effectiveness.
Maintaining consistent branding, accuracy and professional presentation.

We are not looking for a full-time marketing strategist.

We are looking for someone who can execute digital communication tasks confidently and professionally, while supporting the company's broader commercial and marketing strategy.

AI-Native Working Methods

AI is central to the way Omnibuildos develops technology and operates as a company.

We expect the General Secretary / Administrative Secretary to be an advanced and practical user of AI tools.

You should be comfortable using modern AI systems to improve the quality, speed and consistency of daily work.

This includes:

Using effective prompt engineering to produce accurate document summaries, structured reports and professional correspondence.
Summarising complex meetings and extracting decisions, responsibilities and follow-up actions.
Supporting communication between multiple stakeholders.
Using AI to assist with business research, document preparation and presentation development.
Creating text, images and videos with AI-assisted tools.
Automating repetitive administrative tasks, CRM data entry and basic reporting.
Exploring AI agents and workflow automation to coordinate recurring operational activities.
Using platforms such as Zapier, Make or similar tools to connect applications and reduce manual processes.

You should also understand the importance of verifying AI-generated information, particularly where financial, legal, corporate or commercially sensitive matters are involved.

AI should increase your capability, not replace your judgement.

We particularly value people who continuously explore new tools and are willing to improve established ways of working.

Information & Digital Organisation

As Omnibuildos grows, well-organised information will become increasingly important.

You will help establish practical systems for managing documents, records and organisational knowledge.

This may include:

Structured digital filing and document classification.
Maintaining clear naming conventions, version control and access permissions.
Organising meeting records, contracts, correspondence and project information.
Using AI-assisted search and document retrieval tools.
Supporting the company's development of more intelligent knowledge-management systems.

An understanding of structured data, metadata, retrieval-augmented generation (RAG) or knowledge-management systems would be an advantage.

Familiarity with how structured information can support future AI and Construction Ontology applications would be particularly welcome, but is not essential.

Who We Are Looking For

We are looking for a high-potential, adaptable and hands-on professional who enjoys responsibility, communicates well and learns quickly.

Your title and years of experience matter less than your ability to organise work, solve problems and deliver reliable results.

You should bring:

Excellent spoken and written English, with the ability to communicate confidently and naturally with UK business professionals.
Strong familiarity with the UK business environment and professional communication practices.
Proficiency in Microsoft 365, Google Workspace, spreadsheets, presentations and modern office software.
Strong practical ability with AI tools, digital research and office automation.
Familiarity with LinkedIn, YouTube, Facebook, Instagram, X and digital content production tools.
Good organisational skills, attention to detail and the ability to manage several responsibilities simultaneously.
A working knowledge of UK company administration, basic accounting and tax-related processes.
Excellent interpersonal skills and the confidence to communicate directly with senior executives and external professionals.
The ability to handle confidential and commercially sensitive information with discretion.
Strong personal initiative, reliability and a willingness to take responsibility.
High learning ability, intellectual curiosity and enthusiasm for modern technology.
A practical, cooperative attitude and a willingness to support a growing company across different activities.

You should be comfortable working in a small, ambitious team where responsibilities evolve and initiative matters.

We particularly value candidates who can recognise what needs to be done without waiting for detailed instructions.

London-Based Communication & Mobility

This position is based in London and requires regular interaction with local business and professional communities.

You must be able to communicate effectively with people from different professional backgrounds, including business executives, architects, engineers, construction consultants, accountants, solicitors and service providers.

Excellent professional English communication is essential.

Professional fluency in both English and Mandarin Chinese would be a significant advantage, particularly for communication with international partners and suppliers.

The role may also involve attending meetings, visiting business locations and handling practical arrangements across London.

Candidates should hold a valid UK driving licence, have at least three years of safe driving experience, and be confident driving in London, with a good driving record.

Additional Advantages

We would particularly welcome candidates with one or more of the following:

A background in architecture, engineering, construction, property development, ConstructionTech or PropTech.
Previous experience supporting founders or senior executives in an entrepreneurial company.
Experience in UK corporate administration, accounting coordination or business operations.
Strong English–Mandarin bilingual communication capabilities.
Practical experience producing and publishing professional social media content.
Experience using AI-powered content creation, workflow automation or digital knowledge-management tools.
Familiarity with the London business community and professional services environment.

None of these additional backgrounds is individually essential.

We are more interested in finding someone who combines strong practical abilities with the capacity to learn and grow.

What Success Looks Like

Success in this role will be visible in the daily effectiveness of the company.

Executive schedules and meetings are well coordinated.

Important information is accurate, accessible and properly organised.

Business correspondence is professional and timely.

Corporate records are maintained and administrative deadlines are not overlooked.

Digital communication activities are consistent and efficiently executed.

AI and automation reduce repetitive work and improve productivity.

External professionals find Omnibuildos organised, responsive and reliable.

And the leadership team can devote more time to strategy, technology, customers and business growth because the company's operational foundations are working effectively.

Your contribution will be measured by the quality, reliability and efficiency of the work you help the organisation accomplish.

This Role Is Different

Traditional administrative roles often focus on individual tasks.

At Omnibuildos, we want someone who understands how those tasks connect to the wider organisation.

A meeting is not complete simply because minutes have been written. Its decisions must be followed through.

A document is not properly managed simply because it has been saved. It must be accurate, accessible and useful when needed.

A social media post is not successful simply because it has been published. It should contribute to clear and professional communication.

And AI is not valuable simply because it is being used. It must improve the quality and effectiveness of actual work.

We are building an organisation where people take ownership, use good judgement and continuously improve the way things are done.

This position offers the opportunity to develop alongside Omnibuildos as the company grows, with increasing responsibility across executive support, business operations and digital coordination.

We offer competitive London compensation and meaningful equity participation, reflecting the importance of this founding-team position.