Office Manager / EA

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 growing into personal and business current accounts, eventually applying for a banking licence. They have a significant level of funding, making this opportunity exciting.

The Office Manager/Executive Assistant is responsible for the organisation and co-ordination of office administration and procedures, ensuring organisational efficiency, effectiveness, and safety. This role will provide a high level of administrative support to the Managing Director and, on an ad hoc basis, to the future Board of Directors.

Responsibilities include:

• Taking responsibility and ownership of office organisation and day-to-day management of the Reception team.
• Liaising with IT support provider and managing project compliance.
• Managing company documents and files, ensuring their security, integrity, and confidentiality.
• Co-ordinating calendars, scheduling meetings, and handling correspondence.
• Acting as a liaison between management and employees.
• Carrying out all duties in a professional manner and adhering to procedures, policies, and guidelines.

Main Duties:

• Organising office operations and procedures ensuring compliance with Health and Safety and GDPR regulations.
• Establishing and maintaining effective electronic and hard copy filing systems.
• Identifying and implementing a suitable electronic Data Management System.
• Developing and documenting procedures for data protection, record retention, archive, and disposal.
• Working with the IT support team to ensure efficient operation of the office.
• Planning and procuring hardware/software as necessary.
• Reviewing and analysing special projects and keeping the management team fully briefed.
• Collaborating with the Company website/PR provider to ensure web pages are regularly updated.
• Monitoring and updating social media accounts with regular feeds detailing Company activities.
• Developing an understanding of the Property Management System (Qube) for internal reporting.
• Managing office supplies inventory and sourcing, ensuring timely replenishment.
• Liaising with suppliers as required.
• Recruiting office staff, providing induction training, and mentoring.
• Maintaining employee records, training records, and skills matrices.
• Regularly reviewing and updating the Employee Handbook for compliance with legislation.

Administrative Duties:

• Organising and scheduling appointments and meetings, resolving diary conflicts.
• Attending meetings as required, taking accurate minutes, and circulating them.

Skills Required:

• 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.