Office Manager/PA

The Company

We are recruiting for a leading independent media specialist.

About the Role

Title: Office Manager and PA to Managing Director

Office Manager Responsibilities:

• Office organisation: Overseeing the day-to-day operations of the office, ensuring a well-maintained, efficient and productive workspace.
• Facilities management: Managing office supplies, coordinating maintenance, and handling relationships with external vendors and contractors.
• Team support: Assisting staff with administrative tasks, coordinating office events, and managing internal communications.
• Managing office systems: Implementing and maintaining office procedures and risk assessments e.g fire drills.
• Onboarding new starters: Managing the onboarding process for new starters.

Management of third-party suppliers: IT, Telecoms, Cleaners.

PA to the Managing Director (MD) Responsibilities:

• Calendar management: Organising and scheduling meetings, appointments, and travel arrangements for the MD.
• Document preparation: Drafting reports, presentations, and correspondence for the MD, ensuring all materials are ready for meetings or conferences.
• Meeting coordination: Preparing schedules and following up on action items to ensure the MD\’s time is used efficiently.
• High-level support: Acting as a liaison between the MD and other departments, stakeholders, or external partners, managing sensitive information with discretion.
• Develop full understanding of MD’s role, routine and relationships to ensure best support possible – some aspects of personal support may be required on an ad hoc basis.

Skills:

• Organisational Skills: Must manage multiple tasks at once, coordinate office events, oversee daily operations, and maintain a structured work environment.
• Professionalism: High standards of conduct, especially when dealing with senior leadership and external parties.
• Tech-Savvy: Comfort with office software (Word, Excel, Outlook) and video conferencing tools.
• Basic IT Skills: Understanding of IT systems and acting as the first point of contact for IT support.
• Teamwork & Leadership: Ability to lead by example and collaborate with colleagues across departments to ensure smooth operations.