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For Companies At a Glance
- Tasks: Manage office operations, support the Managing Director, and coordinate team activities.
- Company: Join a dynamic early-stage financial services provider with exciting growth potential.
- Benefits: Enjoy a vibrant work culture, training opportunities, and a chance to shape the future of finance.
- Why this job: Be part of a groundbreaking fintech journey with significant funding and impactful projects.
- Qualifications: Strong organisational skills, excellent communication, and a knack for problem-solving are essential.
- Other info: Training will be provided, and the role may evolve with business needs.
The predicted salary is between 36000 - 60000 £ per year.
Our Client
Our client is a very early stage financial services provider operating in the personal finance and business banking space. They will be looking to launch their business with a focus on credit cards and then grow into personal and business current accounts, eventually applying for a banking licence in due course. They have a huge level of funding which makes this opportunity exciting.
The role of the Executive Assistant / Office Manager
The Office Manager/Executive Assistant is responsible for the organisation and co-ordination of office administration and procedures, ensuring organisational efficiency, effectiveness, and safety. The Office Manager/Executive Assistant will also provide a high level of administrative support to the Managing Director and, on an ad hoc basis, to the future Board of Directors.
To take responsibility and ownership of office organisation, day-to-day management of the Reception team, IT (liaison with IT support provider), project management, ensure deadline compliance; management of company documents and files, ensuring their security, integrity, and confidentiality.
To be responsible for the co-ordination of calendars, scheduling meetings, correspondence, and for general human resource matters, acting as a liaison between management and employees. To carry out all duties in a professional manner and to adhere to procedures, policies, and guidelines at all times.
Duties & Responsibilities of the Office Manager / Executive Assistant
The basic duties and responsibilities to be undertaken by the Office Manager / Executive Assistant will consist of those listed below. However, this job outline is not intended to be an exhaustive list, but to indicate the main responsibilities of the post. It will be reviewed periodically to take account of changes and developments in business needs and may be modified at any time, after full consultation with the post-holder. Training will be provided where appropriate.
Main Duties of the Executive Assistant / Office Manager
- To organise office operations and procedures ensuring compliance with Health and Safety and GDPR regulations;
- Ensure effective electronic and hard copy filing systems are established and maintained; identify and implement a suitable electronic Data Management System; develop and document procedures to cover data protection, record retention, record archive, and disposal;
- Work with the IT support team to ensure efficient operation of the office, planning and procuring hardware/software as necessary; perform review and analysis of any special projects and keep the management team fully briefed;
- Work with the Company website/PR provider and ensure that web pages are regularly reviewed and updated to reflect the latest information;
- Monitor and update social media accounts providing regular feeds detailing Company activities;
- Develop an understanding of the Property Management System (Qube) and use it to interrogate the tenant/property database to provide information for internal reporting and to run reports as required;
- Manage office supplies inventory and sourcing, ensuring stocks are replenished in a timely and cost-effective manner. Liaise with suppliers as required;
- Recruitment of office staff, provision of induction training for new employees and mentoring. Maintenance of employee records, training records, skills matrices; proposing and sourcing developmental training. Where/when appropriate, discipline;
- Regularly review and update the Employee Handbook to ensure compliance with current legislation.
Administrative Duties of the Executive Assistant / Office Manager
- Organise and schedule appointments and meetings ensuring any diary conflicts are resolved;
- Attend meetings as required, take accurate minutes and circulate them.
Skills of the Executive Assistant / Office Manager
- Strong organisational and planning skills;
- Excellent time management;
- Excellent communication skills;
- Excellent interpersonal skills;
- Excellent telephone manner;
- Excellent numeracy skills;
- Excellent attention to detail and problem-solving skills.
Contact Detail:
Fintellect Recruitment Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager / EA
✨Tip Number 1
Familiarise yourself with the financial services sector, especially in personal finance and business banking. Understanding the industry will help you speak confidently about how your skills can contribute to the company's growth.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed office operations or projects in the past. Be ready to discuss specific tools or systems you've implemented to improve efficiency.
✨Tip Number 3
Showcase your communication skills by preparing to discuss how you've effectively liaised between management and employees in previous roles. This will demonstrate your ability to maintain a smooth flow of information within the office.
✨Tip Number 4
Research the company’s current projects and any recent news related to their launch. Being informed will allow you to ask insightful questions during the interview, showing your genuine interest in the role and the company.
We think you need these skills to ace Office Manager / EA
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of the Office Manager / Executive Assistant role. Emphasise your organisational, planning, and communication skills.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention specific aspects of the job description that excite you and how your background makes you a great fit.
Highlight Relevant Experience: In your application, focus on past roles where you've managed office operations, coordinated schedules, or provided administrative support. Use specific examples to demonstrate your capabilities.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Fintellect Recruitment
✨Showcase Your Organisational Skills
As an Office Manager/EA, your ability to organise and prioritise tasks is crucial. Be prepared to discuss specific examples of how you've successfully managed multiple responsibilities in the past, highlighting your time management and planning skills.
✨Demonstrate Your Communication Abilities
Excellent communication is key for this role. During the interview, focus on your interpersonal skills and provide examples of how you've effectively communicated with different stakeholders, whether it's through emails, meetings, or presentations.
✨Familiarise Yourself with Relevant Regulations
Since the role involves compliance with Health and Safety and GDPR regulations, it’s beneficial to brush up on these topics. Showing that you understand these regulations will demonstrate your readiness to handle the responsibilities of the position.
✨Prepare for Scenario-Based Questions
Expect scenario-based questions that assess your problem-solving abilities. Think about potential challenges you might face in the role and prepare thoughtful responses that showcase your critical thinking and decision-making skills.
