Personal Assistant & Office Manager

Personal Assistant & Office Manager - Permanent, Canary Wharf

Hours: 40 per week, Monday to Friday

Duties & Responsibilities

• To support the People Director, Director of Business Operations and Director of Property & Asset Management.
• Reporting into the Executive Assistant and acting as the line manager's first point of contact with people from both inside and outside the organisation.
• Overall management of 3rd floor meeting rooms and general office environment
• Management of BAML Head Office vendor relationships ensuring the most cost-effective contracts are in place, and service agreements are adhered to
• Champion an environmentally friendly office, reducing the company’s carbon footprint
• Providing a safe and pleasant user-friendly (and sustainable) office environment. Act as Fire Marshall and First Aider for the 3rd floor, pro-actively ensuring that the company complies with H&S and Fire legislation, ensuring all required assessments, monitoring and remedial action and records are undertaken

Administration for the People Director, Director of Business Operations and Director of Property & Asset Management:

• Diary management
• Email monitoring and taking action as necessary
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Organising meetings and events
• General administrational duties such as maintaining efficient electronic and paper filing systems, drafting minutes & typing agendas, post (incoming/outgoing), photocopying, and any other ad-hoc tasks

Personal Responsibilities

• Take responsibility for the implementation of initiatives within own sphere of duties
• To prioritise and organise own workload to be able to deliver against deadlines
• Organise staff engagement activities including social evenings and breakfast talks
• Ensuring coordination and support with staff inductions and onboarding
• Organising the office layout, maintaining the office condition and regular maintenance and repair of office equipment, as required
• Checking inventory on regular basis and ordering office supplies (stationery, refreshments)
• Project managing events such as Team Awaydays, hosted meetings, offsite meetings and conferences, and staff parties
• Ad-hoc support to the wider BAML Head office teams

Skills, Experience & Qualifications

• Experienced 'hands on' Personal Assistant and Office Manager who can work on their own initiative and effectively with a wide range of colleagues, associates and contractors
• Experience in the preparation and editing of Board papers and associated documents
• Experience of producing effective minutes / agendas
• Excellent organisational, management, presentation, communication, multi-tasking and interpersonal skills are essential
• Be fully proficient in all Microsoft Office programs (including Word, Excel, Powerpoint & Outlook)
• Able to prioritise a busy workload whilst maintaining attention to detail
• Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems

Ballymore operates as an equal opportunities employer.

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