PA & Office Manager - Corporate Communications Agency

We have a fantastic opportunity for a friendly, proactive and highly organised PA & Office Manager to join our team in London. Supporting the work of our Executive Chairman, Group CEO and the Board of Directors, you will play a pivotal role in ensuring the business runs smoothly and meets its ambitious growth targets.

The core responsibility will be to support with diary management (both work and private) including organising meetings and arranging travel (across time zones) for our Executive Chairman and Group CEO, as well as supporting in the delivery of various high profile, confidential projects aimed at growing and developing our business. You will also provide administrative support to the Board of Directors and to the wider Group as required, ensuring priorities are met. There is also a variety of office tasks and projects to ensure a smooth and efficient office experience and that our “home” in Fulham Palace is well looked after. You will be intrinsic in ensuring we have a positive culture and help with social events.

We are looking for an exceptional candidate with lots of confidence, meticulous attention to detail, excellent project management skills and the ability to maintain high standards while working flexibly in a fast-paced environment. This is a key position within our team and the post holder will need a can-do attitude, a great sense of humour and the willingness to contribute positively to the wider business. Please note you will need to be based within easy reach of our office in SW6 6EA.

This is an exciting and varied role, pivotal in supporting and enhancing the office environment and employee experience. It is an opportunity to join a successful and growing communications Group with big plans. You will make a difference every day.

You will meet lots of amazing people who are leaders in their field, whilst working on some interesting projects across many areas of the business. The role is office based so you will have a wonderful opportunity to enjoy our picturesque offices in Fulham Palace itself, and explore beautiful Bishops Park, Putney bridge.

Key responsibilities:

• Providing diary management support including arranging meetings with internal and external attendees, booking meeting rooms, arranging any business travel/visa requirements and booking taxis and couriers upon request.
• Supporting the Executive Chairman and Group CEO on group projects by providing research, preparing briefing materials and presentations, arranging meetings and managing and engaging with relevant stakeholders.
• Providing clerical support – including printing, binding and proof-reading, and preparing meeting agendas, transcript synthesis, taking/distributing minutes, including from regular board meetings.
• Project managing the logistics for company events such as the monthly company updates, the annual company Forum, and other social activities.
• Act as liaison between PCG and Fulham Palace, building strong relationships with key palace employees, attending relevant palace meetings, and reporting back on communications and acting swiftly on any issues.
• Raise purchase orders for internal purchases and manage the monthly expenses for the Executive Chairman and Group CEO, ensuring the correct approval processes are adhered to.
• Build relationships with key contacts on behalf of the Executive Chairman and Group CEO and act as a first point of contact for any incoming calls/visitors.
• Manage and support the front of house assistant to ensure smooth running of the office and facilities, including providing reception cover during lunch breaks, busy periods and holidays.
• Lead on office organisation, department moves, meeting room layouts, renovations.
• Liaise with contractors and cleaners.
• Become a first aid officer and fire warden, completing necessary training and ensuring staff are trained on all fire emergency measures, fire drills etc.
• Monitor general inbox and hone line as well as maintain the office user guide.
• Become a key and visible member of the PCG team, ensuring all employees feel welcomed and supported.

Reporting Relationships:

Reporting to: Executive Chairman
Work closely with: Group CEO, Board of Directors, Front of House Assistant, People & Culture team, Finance team, and all other employees!

Qualifications, experience & skills:

• Executive Assistant experience, supporting C-Suite/Director level leadership in a fast-paced environment.
• Incredible organisation and time management skills.
• Experience with scheduling and preparing for meetings, including attendance and minute-taking.
• Exceptional attention to detail and ability to be proactive and anticipate needs.
• Experience managing events, coordinating complex calendars and minute taking.
• Substantial experience working with Microsoft Office suite, including Outlook, PowerPoint, Word and Excel.

Your personal qualities:

• Excellent interpersonal and communications skills necessary to build trust and respect both externally and internally.
• High-quality service ethic and committed to customer service excellence.
• Sense of discretion and ability to deal with and manage highly sensitive and confidential information.
• Strong ‘can do’ attitude with an innate ability to take initiative and work by yourself as well as in a team.
• Team focused, non-hierarchical approach with a ‘roll up your sleeves’ attitude to getting the job done. Flexibility is key as the role may require you to be in the office early/late on certain days.
• A great sense of humour and fun.

Interview process:

• Initial chat with talent acquisition manager.
• 1st Interview (teams) with the Group Head of HR.
• 2nd interview (f2f) with key stakeholders and Group CEO. Presentation of a brief.
• 3rd interview (f2f) with Executive Chairman.

Benefits:

In addition to a competitive salary based on skills and experience, as an employee at the Positive Change Group, you will have access to a range of great benefits and perks, including:

• 25 days holiday per year with ‘bonus’ days for long service.
• Discretionary bonus scheme.
• Personal development opportunities.
• Group life assurance.
• Group personal pension plan.
• Employee assistance programme, 24 hour online GP service.

About Us: Positive Change Group is a global stakeholder engagement business. Our specialist agencies work as one, bringing together reporting, culture, communications and sustainability through a connected model that helps organisations close the gap between what they say and what people see, so they can present a clear and consistent story across every stakeholder group.

When that alignment is in place, organisations move faster, make better decisions and build confidence in their direction. Headquartered in London, with an international network across Europe, Asia Pacific, the Middle East and South Africa, Positive Change Group supports over 100 multinational organisations at C-suite and board level.

Join the people driving positive change. At Positive Change Group, we bring together bold thinkers, challengers and collaborators from across disciplines, sectors and geographies - connected by a shared mission and a drive to make a real difference.

We're guided by The Changemaker Way: five shared values that define how we work, lead and grow - with each other, our clients and the communities we serve.

For more information, please visit: www.positivechangegroup.com, www.positivechangegroup.com/changemaker-way

Please view our privacy notices here: www.positivechangegroup.com/privacy-notice