Office Manager & Personal Assistant - Central London (9-12 Month FTC - 37.5 hours)

Please note that this role is a 9-12 Month Fixed Term Contract.

The role of Office Manager & PA to Managing Director is threefold:

• To provide professional and proactive support to the Managing Director.
• To provide support to the smooth running of the London Head Office and drive engagement & fun with the Head Office functions.
• To support projects that are running across the business where needed.

The role requires a well-organised, competent and professional coordinator who is comfortable in dealing with people at all levels across the business and able to carry out various administrative duties with accuracy and speed.

YOUR ACCOUNTABILITIES

Support to the Managing Director

• Comprehensive diary management with a timely response to requests.
• Compile reports, presentations, minutes and draft internal communication.
• Keep the Managing Director updated on important information, progress on projects and diary management plans – ensure thorough communication throughout.
• Organise all internal and external meetings, including ensuring all necessary background material and meeting packs are prepared.
• Organise all travel arrangements and accommodation for the Managing Director, in accordance with the Global Travel Policy.
• Assist with organisation and attendance of external events, representing the interest and agenda of the Managing Director.
• Assist the Managing Director with cascading relevant information to the Management Team, building strong relationships and maintaining effective communication with all stakeholders.

Office Support, Administration, Equipment and Maintenance

• Maintain and develop the condition of the office.
• Coordinate general cleaning, maintenance and repairs needed, liaising with internal and external contacts as appropriate.
• Act as the primary point of contact for all external suppliers (e.g. cleaning contractors, fruit deliveries and maintenance providers), building strong relationships, ensuring service standards are consistently met, and maintaining the smooth day-to-day running of office services.
• Order all office supplies including stationery, bathroom and kitchen supplies.
• Manage and create all internal communications for Head Office, collaborating with key stakeholders, including HR, to ensure communications are accurate, engaging and aligned with business priorities.
• Own and produce the bi-weekly newsletter, ensuring it remains relevant, informative and engaging for all colleagues.
• Manage the meeting room Outlook Calendars and provide support to all team if changes are needed.
• Ensure internal documents relating to the Office and WOW are kept thoroughly up to date.
• Take ownership of content creation and management of internal, local and global news forum remains current, engaging and a go-to source for business updates and communications.
• Meet and greet company visitors meeting with the MD and other ad-hoc requests where necessary, accompanying them to the meeting room and arranging refreshments.
• Ensure all the meeting rooms are maintained to a high standard at all times.
• Arrange lunches and refreshments for meetings and trainings, both internal and external.
• Take sole responsibility for planning and delivering all social events, acting as the lead organiser from concept to execution.
• Manage event budgets, maintain an up-to-date annual events calendar, and coordinate support where required to ensure a positive, engaging and enjoyable workplace culture.
• Deliver a welcoming and informative onboarding experience for all new starters, including office tours, an introduction to our ways of working, and guidance on office facilities and processes to ensure a smooth transition into the business.

Optional – Office First Aider (training will be required)

Fire Marshall

Business Travel and Scheduling

• Budget holder for travel.
• Responsible for the set-up of new head office employees on Egencia, the company travel tool which includes training the new starter on the system.

Expenses & Invoices

• Manage all Office Purchase Orders.
• Create and manage annual POs at the start of each calendar year for all recurring annual and monthly expenditure (e.g. cleaning contracts).
• Manage ad-hoc POs.
• Work proactively with Finance and Vendors as appropriate to deliver better cost effectiveness in all areas of Office Coordination.

Project Management

• Manage ad hoc projects to support the needs of the business including timelines, tasks, owners from beginning to end.

Qualifications

• Highly competent user of MS Office packages, particularly Excel and PowerPoint.
• Plans effectively; thinking ahead with the ability to anticipate and be proactive.
• Strong organisational skills with the natural ability to multi-task and prioritise.
• Excellent attention to detail and accuracy.
• Strong communication and interpersonal skills; oral and written.
• Ability to work in a fast-paced environment, being flexible in approach to meet the requirements of the business.
• A good sense of maturity to be able to work alongside the senior team members in the business.

All your information will be kept confidential according to EEO guidelines.