Office Manager & Personal Assistant - Central London (37.5 hours)

Job Description

The role of Office Manager & PA to Managing Director is threefold:

• To provide professional and proactive support to the Managing Director

• To provide support to the smooth running of the London Head Office and drive engagement & fun with the Head Office functions

• To support projects that are running across the business where needed

The role requires a well organised, competent and professional coordinator who is comfortable in dealing with people at all levels across the business and able to carry out various administrative duties with accuracy and speed.

Support to the Managing Director

• Compile reports, presentations, minutes and draft internal communication when required

• Keep the Managing Director updated on important information, progress on projects or diary management plans and communicate accordingly.

• Comprehensive diary management and timely response to requests, including external events, representing the interest and agenda of the Managing Director.

• Organise internal and external meetings, including ensuring all necessary background material and meeting packs are prepared.

• Organise all travel arrangements and accommodation for the Managing Director, in accordance with the Global Travel Policy.

Office Support, Administration, Equipment and Maintenance

• Manage the My Office Days app, booking system for the office.

• Manage the meeting room Outlook Calendars.

• Order all office supplies including stationery, bathroom and kitchen supplies.

• Maintain the condition of the office- coordinate general cleaning, maintenance and repairs needed, liaising with internal and external contacts as appropriate. Arranges regular testing of electrical equipment and safety devices.

• Meet and greet company visitors meeting with the MD and other AD hoc requests where necessary, accompanying them to the meeting room and arranging refreshments. Ensure the meeting room is maintained to a high standard at all times.

• Arrange lunches and refreshments for meetings and trainings, both internal and external.

Business Travel and Scheduling

• Budget holder for travel.

• Responsible for the set-up of new head office employees on Egencia, the company travel tool which includes training the new starter on the system.

• Support in the timely scheduling of diaries with internal visitors from Global offices, communicating arrangements openly at all times.

Expenses & Invoices

• Ensure detailed review and efficient processing of invoices, liaising with relevant departments to ensure costs are correct and all invoices are paid on time

• Work proactively with Finance and Vendors as appropriate to deliver better cost effectiveness in all areas of Office Coordination

Project Management

• Manage ad hoc projects to support the needs of the business including timelines, tasks, owners from beginning to end

Wellbeing

• Lead the Rituals Social Committee, arrange business update monthly meetings virtual/drinks and organise quarterly team building events

Qualifications

• Highly competent user of MS Office packages, particularly Excel and PowerPoint.

• Plans effectively; thinking ahead with the ability to anticipate and be proactive.

• Strong organisational skills with the natural ability to multi-task and prioritise.

• Excellent attention to detail and accuracy.

• Strong communication and interpersonal skills; oral and written.

• Ability to work in a fast-paced environment, being flexible in approach to meet the requirements of the business.

• A good sense of maturity to be able to work alongside the senior team members in the business

You are keen to be the best in class within your profession. You are flexible, you enjoy making things better every day and you value teamwork and accuracy .

Additional Information

All your information will be kept confidential according to EEO guidelines.

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