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- Tasks: Support our CEO with dynamic office management and personal assistance tasks.
- Company: Join Kings Oak Capital, a creative and innovative financial firm.
- Benefits: Competitive salary, pension, performance bonuses, and on-site parking.
- Why this job: Be the backbone of our operations and make a real impact every day.
- Qualifications: Experience in office management and proficiency in Microsoft Office Suite required.
- Other info: Flexible hours with opportunities for professional growth and development.
The predicted salary is between 35000 - 35000 £ per year.
Hours: 8:30am to 6:00pm, Monday to Friday, plus emergency support.
At Kings Oak Capital, we believe in fostering creative minds. We are seeking a dynamic and organized Executive Assistant and Office Manager to support our Chief Executive Officer (CEO). In this pivotal role, you will ensure the smooth and efficient operation of the office while managing administrative tasks and supporting high-level strategic initiatives.
This is a permanent, full-time position based in our Harrow office (5 days per week) from 8:30am to 6:00pm, and includes ad-hoc work evenings/weekends.
As the key operational backbone of the company, this position demands expertise in Office Management, Executive Assistance, Personal Assistance, Project Coordination, and Human Resources. The individual in this role is responsible for ensuring seamless daily operations, efficient executive support, meticulous project tracking, and strategic HR oversight.
A sizable portion of this role is dedicated to Personal Assistance, requiring hands-on involvement in managing the CEO’s personal and professional affairs, including scheduling, household management, travel coordination, and financial administration. This is an around-the-clock responsibility, and the perfect candidate will be available for ad-hoc requests 24/7.
Beyond this, the role extends into managing company-wide policies, overseeing HR functions, maintaining office efficiency, executing high-level projects, and ensuring compliance across various domains.
The scope of responsibilities is vast, covering everything from board-level support, legal and financial coordination, vendor and staff oversight, IT management, compliance enforcement, and executive decision-making assistance.
- Office Manager:
- Work with the relevant team on all the office maintenance, management, and efficient running.
- Meet and greet all visitors, extend hospitality, and make them comfortable.
- Ensure the office and meeting room is always ready and presentable.
- Answer the office phone within three rings.
- Maintain a filing system on the One Drive Server for all items/areas of work.
- Look after the management of the phone system and deal with the Communications Provider.
- Take responsibility for all IT office related issues.
- Ensure a clear desk office policy for all staff.
- Ensure office policies are always adhered to.
- Oversee the health, safety and compliance policies of the company.
- Book in all maintenance and ensure fire safety and plans are up to date.
- Executive Assistant:
- Management of directors’ diaries.
- Help other members of the board with ad hoc admin tasks and appointments scheduling.
- Managing all vehicle insurance (MOTs / insurance / services / road tax etc.).
- Managing confidential documents and data handling.
- Personal Assistant:
- Manage and lodge all insurance claims.
- Arranging car servicing, insurance renewals, and registrations.
- Booking travel, accommodations, and itineraries.
- Must check in all travelling guests and provide specific parameters for their travel needs.
- Managing travel visas, passports, and documentation.
- Being available after work and on weekends for any ad hoc tasks.
- Always be researching potential holidays for specified dates and booking restaurants.
- Purchase any online shopping items requested by Directors for household.
- Liaising with legal, financial, and professional service providers.
- Project Management:
- Circulate meeting notes, action points, and take ownership of following up on such points.
- Be the manager of Project managing software Asana.
- Monitoring project progress and ensuring deadlines are met.
- This includes all forms that need to be completed on a regular basis, all legal requirements to be done for leavers and starters as well as monthly and quarterly requirements for HR such as the completion of KPIs and other relevant HR information.
- Managing the holiday and out of office system for the entire group.
- Set up Contracts for fresh staff.
- Maintain Connect Teams and all associate software.
Proven experience as an Office Manager supporting senior management.
Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
Familiarity with virtual meeting tools.
Professional, flexible, and calm under pressure.
Competitive Salary: Up to £35,000 pa (depending on experience).
Company Pension.
Performance-Based Bonus.
On Site parking.
Executive Assistant, Personal Assistant, Office Manager (sponsorship welcome) in Harrow employer: Kings Oak
Contact Detail:
Kings Oak Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant, Personal Assistant, Office Manager (sponsorship welcome) in Harrow
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or at industry events. We all know that sometimes it’s not just what you know, but who you know that can help you land that dream job.
✨Tip Number 2
Prepare for the interview by researching Kings Oak Capital and understanding their values. We want to see how you can fit into our culture and contribute to our mission, so come armed with questions and ideas!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family. We recommend focusing on common questions for Executive Assistants and Office Managers, so you can showcase your skills and experience confidently.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can go a long way in showing your enthusiasm for the role. We love seeing candidates who are proactive and genuinely interested in joining our team.
We think you need these skills to ace Executive Assistant, Personal Assistant, Office Manager (sponsorship welcome) in Harrow
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the role of Executive Assistant, Personal Assistant, or Office Manager. Highlight relevant experience and skills that match the job description, like office management and project coordination.
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific examples from your past that demonstrate your ability to manage high-level tasks and support executives effectively.
Showcase Your Organisational Skills: Since this role requires excellent organisational skills, make sure to highlight any experience you have in managing schedules, coordinating projects, or overseeing office operations. We want to see how you keep everything running smoothly!
Apply Through Our Website: Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team at Kings Oak Capital!
How to prepare for a job interview at Kings Oak
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities like managing diaries, project coordination, and office management. This will help you tailor your answers to show how your skills align perfectly with what they’re looking for.
✨Showcase Your Organisational Skills
As an Executive Assistant or Office Manager, organisation is key. Prepare examples of how you've successfully managed multiple tasks or projects in the past. Use the STAR method (Situation, Task, Action, Result) to structure your responses and demonstrate your ability to keep everything running smoothly.
✨Be Ready for Scenario Questions
Expect questions that assess your problem-solving abilities. For instance, they might ask how you would handle a last-minute change in the CEO's schedule or manage conflicting priorities. Think of specific scenarios from your past experience where you’ve successfully navigated similar challenges.
✨Demonstrate Your Flexibility
This role requires availability for ad-hoc tasks outside regular hours. Be prepared to discuss your flexibility and willingness to go the extra mile. Share instances where you’ve adapted to changing demands or taken on additional responsibilities to support your team or manager.