Office Manager/Executive PA - Maternity Cover (FTC 6-12 months)
Location: 37 Pear Tree Street, London, EC1V 3AG
Pay range: £24,000 - £30,000 per annum (dependent on experience)
Overall Description
The role of the Office Manager/Executive PA is an important, but extremely varied role, requiring you to be extremely well organised, self-motivated and driven. Primarily, you will be responsible for managing the London office at an operational level whilst performing basic financial, HR and business support tasks (front of office/reception etc.). In addition to these primary responsibilities you will also be required to provide administrative support to the CEO, Executive and PR Ops team.
Reports to
This role reports to the Executive Director with a dotted line to the CEO
Key Responsibilities
Executive Assistant:
- Provide PA services on an ad hoc basis to the CEO as requested
- Arranging travel, visas and accommodation, and occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Meeting and greeting visitors at all levels of seniority
- Organising and maintaining diaries and making appointments
- Dealing with incoming email and post, often corresponding on behalf of the CEO
- Producing documents, briefing papers, reports and presentations
- Organising and attending meetings and ensuring the CEO is well prepared for meetings
- Liaising with clients, suppliers and other staff as directed
Team Support:
- Screen telephone calls, enquiries and requests when required and deal with as appropriate
- Acting as the office liaison for HR administrative tasks on request of the Executive Director
- Compile data for report purposes (sickness, absence etc.)
- Responsible for maintaining and delivering the New Starter process, including the drafting of offer letters, employment contracts and conducting on-boarding induction training for all new starters
- Plan, book and manage travel (including visa request etc.) and accommodation for staff and Executive Team
Office Management:
- Responsible for all matters relating to the efficient operation and on-going maintenance of the London office
- Assist the Executive Director with on-boarding and off-boarding procedures, liaising with the Company Accountant and IT Consultant regarding new starter information and IT equipment setups
- Liaise with the Executive Director in the recruitment process, looking after all company recruitment tools
- Liaise with the landlord and 3rd party suppliers as required (Cleaners, Building Maintenance, and Security etc.)
- Managing the Front Desk including greeting visitors, setting up meeting rooms, organising refreshments and handling daily administrative tasks (phone, mail, courier, filing etc.)
- Maintain professional appearance of the office, ensuring that areas such as the Kitchen, Client Suite and Document Production (printer stations) are kept clean and tidy at all times
- Ensure a safe working environment for employees
- Responsibility for full compliance with all Health & Safety regulations and Fire Warden duties
- Handling general enquiries
- Managing office supplies and utilities
- Manage office waste
- Any other duties, including help for other teams, as requested
Knowledge, Skills & Experience:
- Previous track record of Office Manager and PA duties in a fast paced small business
- Experience of dealing with Executives
- High level of organisational ability and planning, strong attention to detail
- Efficiency and delivery, with ability to prioritise and multi-task
- Excellent written and spoken communication skills, good telephone manner
- Ability to work unsupervised and on own initiative to tight deadlines
- Excellent interpersonal skills, including tact, discretion and experience of liaising with stakeholders and staff
- Experience of effectively leading and managing facilities in a stand-alone capacity is essential
- Strong entrepreneurial flair, good commercial and financial acumen, solid achievement-orientation with very high standards of performance
- Good understanding and strong experience of relevant Health & Safety regulations and ensure full compliance
- Good judgment and decision-making in uncertain circumstances
- Working knowledge of MS package and other popular programmes
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