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- Tasks: Manage office operations and provide high-level support to executives.
- Company: Join a dynamic team focused on efficient business operations.
- Benefits: Enjoy a collaborative work environment with opportunities for growth.
- Why this job: Perfect for those who thrive in fast-paced settings and love multitasking.
- Qualifications: 3-5 years in office management; strong communication and organizational skills required.
- Other info: Ideal for proactive individuals who can handle confidential information with discretion.
The predicted salary is between 36000 - 60000 £ per year.
GENERAL DESCRIPTION:
· Management of all aspects of the Office
· High level support to the Chief Operating Officer and the Business Operations Manager.
· Support will include but not be limited to diary management, meeting preparation and note taking, and executive liaison with external and internal stakeholders.
GENERAL SKILL SET:
· Three to five years experience in an office management and administrative role.
· Outstanding time and workload management skills.
· Ability to take initiative and work independently.
· Flexibility to adapt to different requirements when necessary.
· Strong communication skills.
· High standard of English oral and written communication.
· Organised, reliable and highly efficient.
· Software skills: Microsoft Office Suite at intermediate to advance level.
· Handle sensitive and confidential information with discretion.
DUTIES AND RESPONSIBILITIES:
· Diary management and appointment booking.
· Arranging travel as required.
· Provide comprehensive administrative support, including drafting correspondence, preparing presentations using PowerPoint, maintaining accurate records and files (DBS and other).
· Providing administrative support for projects as necessary.
· Create and maintain the meeting calendar including staff meetings, training days, away days.
· Receiving visitors and providing refreshments.
· Maintaining the office environment including ordering supplies and liaising with external contractors, including management of office budgets, expenses and petty cash.
· Landlord and building management liaison.
· Access control – allocation and recording of access fobs.
· Administrative onboarding/offboarding of staff.
· Proactive management of Health & Safety, including all relevant documentation.
· Diarisation of renewal dates for all subscriptions and insurances relevant to the business.
· Completion of annual Risk Assessment.
· Annual PAT testing of equipment.
· Compilation and submission of credit card logs to accounts.
· Maintenance of physical and electronic filing systems.
· Office functions and events working with the Executive Assistant to the CEO to plan and execute events.
· Any other duties as may, from time to time, be assigned to you.
Office Manager and EA employer: Global Mediation
Contact Detail:
Global Mediation Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager and EA
✨Tip Number 1
Familiarize yourself with the specific software tools mentioned in the job description, especially the Microsoft Office Suite. Being proficient in these applications will not only help you stand out but also demonstrate your readiness to hit the ground running.
✨Tip Number 2
Showcase your organizational skills by preparing a mock calendar or schedule that reflects how you would manage the diary of the COO. This practical demonstration can be a great conversation starter during interviews.
✨Tip Number 3
Highlight any experience you have with managing sensitive information and maintaining confidentiality. This is crucial for the role, and sharing specific examples can illustrate your capability in this area.
✨Tip Number 4
Prepare to discuss your adaptability in previous roles. Think of instances where you had to adjust quickly to changing priorities or unexpected challenges, as flexibility is key for this position.
We think you need these skills to ace Office Manager and EA
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights your experience in office management and administrative roles. Emphasize your time and workload management skills, as well as your ability to work independently and take initiative.
Craft a Strong Cover Letter: In your cover letter, address how your skills align with the job description. Mention your proficiency in Microsoft Office Suite and your experience in diary management and administrative support. Use clear and professional language.
Showcase Communication Skills: Since strong communication skills are essential for this role, provide examples in your application of how you've effectively communicated with stakeholders, both internally and externally. Highlight any experience in drafting correspondence or preparing presentations.
Highlight Confidentiality Experience: Given the importance of handling sensitive information, include specific instances where you managed confidential data with discretion. This will demonstrate your reliability and trustworthiness to potential employers.
How to prepare for a job interview at Global Mediation
✨Showcase Your Organizational Skills
As an Office Manager and EA, your ability to stay organized is crucial. Prepare examples of how you've successfully managed multiple tasks or projects simultaneously in previous roles. Highlight specific tools or methods you used to keep everything on track.
✨Demonstrate Strong Communication Abilities
Since the role requires high-level communication with various stakeholders, be ready to discuss your experience in this area. Share instances where your communication skills made a difference, whether in drafting correspondence or facilitating meetings.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and adaptability. Think of scenarios where you had to take initiative or adapt to changing requirements, and be prepared to explain your thought process and outcomes.
✨Familiarize Yourself with Relevant Software
The job requires proficiency in Microsoft Office Suite. Brush up on your skills, especially in PowerPoint for presentations. Be ready to discuss how you've used these tools effectively in past positions to support your team.
