Team Office Assistant

Our client is a marketing and trading business supporting global energy operations. They are involved in equity production marketing, third-party trading, shipping, storage, and derivatives. The organisation operates across global time zones and continues to grow its European customer base across a range of energy products.

Due to continued expansion and promotion, we are seeking an Office Assistant to provide timely and efficient Personal Assistance, administrative and general coordination support to Executive Management and other team members and undertake all duties to ensure a smooth running of the office.

Responsibilities will include:

• Reception Duties: Act as the first point of contact for all visitors and incoming calls, providing a professional and welcoming front-of-house experience. Manage the main reception area, ensuring it is tidy, presentable and fully stocked with necessary materials. Handle incoming and outgoing mail and deliveries, including courier bookings. Maintain the visitor log and coordinate the visitor access with building security as required. Provide ad hoc support to other departments or teams, as required.
• PA Duties: Diary management including coordination and forward planning. Arranging domestic and international travel and accommodation supported by full itineraries and all necessary travel documentation. Full service administrative support including expenses and expense reports, invoice payments, filing, contact database management, arranging meetings and hospitality, and other general admin tasks. Prioritise any conflicting needs proactively and efficiently.
• Meeting Coordination: Coordination of various internal and external meetings and conference calls with internal and external clients. This includes face to face meeting and greeting guests, and providing/arranging refreshments, lunches, etc.
• Office Management: Supervise office services including cleaning, stationery, office supplies. Liaise with external office suppliers - maintain contracts, invoicing and raise purchase orders, as required. Provide Health and Safety support including organising office and HSE inductions, DSE assessments, liaising with first aiders, fire wardens, building manager and building security. Escalation of any IT issues and arranging/providing support.
• Administration: Coordinate and support new joiners and leavers process by ensuring that all necessary tools (laptop, phone, security pass, etc) and resources are made available or returned as appropriate. Raise purchase orders in a timely and accurate manner, ensuring compliance with financial and procurement policies and procedures. Filing and document management as required.
• General: Develop and maintain good working relationships with key internal and external stakeholders. Carry out specific projects as required.

EDUCATION/QUALIFICATIONS:

• An experienced Personal/Team Assistant.
• Good GCSEs and A-Level results with relevant Administration courses/Diplomas or University Degree.
• Certificate in office management and/or EHSS would be beneficial.

SKILLS & COMPETENCIES:

• Attention to detail; efficient and highly organised; pro-active self-starter and a team player.
• Excellent interpersonal, written and verbal communication skills with the ability to communicate at all levels and between different cultures.
• Ability to build relationships at all levels, internally and externally, demonstrating confidence, professionalism and respect.
• Ability to prioritise workload and manage deadlines to optimise value of Management time; proven organisational and forward planning skills.
• Innovative, constantly seeking to improve ways of working to increase efficiency and effectiveness.
• Ability to maintain confidentiality in all aspects of work and handle sensitive information.
• Ability to demonstrate sound, measured judgement and initiative to address sometimes complex, ad-hoc issues that interrupt routine schedules.
• Positive attitude; proven ability to work well under pressure.
• Fluent with Microsoft Office especially Outlook, PowerPoint, Excel, Word.
• IT skills to deal with everyday IT glitches and internet connections advantageous.

EXPERIENCE:

• Experienced in dealing with executives in a corporate environment and coping with changing priorities or requests.
• Travel and diary management experience.
• Office management experience.