PA & Office Manager

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. This role would suit someone at the early stages of their PA career who is looking for an exciting, varied position within a fast-growing business.

We are looking for a smart, energetic and highly adaptable individual with a flexible approach to work, a positive outlook and a genuine desire to be part of a close-knit team. Personality is key for this role; we want someone who enjoys building relationships, embraces new challenges and brings enthusiasm, humour and common sense to everything they do.

The core responsibility will be to support with diary management, including organising meetings and arranging travel (across time zones) for our Executive Chairman and Group CEO, as well as supporting 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 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 play an important role in maintaining our positive culture, helping to organise social events and ensuring the office remains a welcoming and enjoyable place to work.

We are looking for an exceptional candidate with confidence, meticulous attention to detail, excellent organisational 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 a willingness to contribute positively to the wider business.

Please note that this is not a traditional career PA role. We are not looking for someone seeking a highly structured environment; instead, we are looking for a bright, ambitious individual who wants to learn, develop and grow with the business. Given the nature of the role, candidates should be based within easy reach of our office in SW6 6EA, ideally around the Putney Bridge/Fulham area.

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 managing the monthly expenses for the Executive Chairman and Group CEO and 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.
• 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.
• We may need you in the office early/late on certain days so flexibility is key.
• A great sense of humour and fun.

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.

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.
• Group life assurance.
• 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.