Office Manager

9 MONTHS CONTRACT (Possibility of getting Permanent)

This role is suited to an individual who is likely at late early career stage or early mid career stage, who has already established themselves in a professional corporate environment but who is not currently operating at C-Suite level and possibly is currently working one step or two steps removed from that in their reporting line and who would therefore see this as a growth and career development opportunity rather than a move to Board PA level.

What we are looking for in skills and experience:

• Experience in an executive assistant role (but we are not looking for a Board Level PA or an individual who wants to do that level of role).
• Corporate background, preferably professional services or financial services but, at the same time, we will consider other commercial sectors. Experience of working with contacts and team members who are outside of the UK, e.g., the US is essential.
• Experience in a role that has required confidentiality and the ability to manage oneself cautiously when it comes to handling information that is not always in the hands of all team members of the company.
• The ability to write well and that is grammatically accurate and in a style that strikes a corporate tone (proof reads their work before it goes up the line).
• The ability to manage information, whether financial or otherwise, accurately with low error rate and to be able to concentrate and focus.
• Intermediate skills in Word, Excel, PowerPoint and Outlook. Any skills in Project or Visio are helpful, but not essential.
• Strong skills in virtual meeting platforms: Microsoft Teams, Google Meet and Zoom.
• The ability to manage conflicting priorities by proactively engaging with individuals to determine the order of play.
• Understands international cultures, work practice and mindsets.

Core responsibilities:

• All aspects of day-to-day office management for Floor 20 (however, the floor’s facilities management is handled by company’s team who will be first point of contact for remedy and emergency matters).
• Supporting in matters relating to Ipswich-based office space.
• Supporting with the day-to-day matters arising out of establishing a best-in-class corporate International Operations function: multiple projects, multiple stakeholders, many projects tech-centric and spread across several (inter-connected) locations.
• Producing materials: Excel exhibits, PowerPoint decks and screenshows, etc.
• Schedule management, working across international time zones and with multiple attendees.
• Travel management.
• Working with the Technology Operations team on new joiner matters.
• Supporting the People team with the onboarding of new team members, first day induction, etc.
• Co-ordinating the utilisation of the 60 or so desks on Floor 20, planning for new teams joining and where they will be sitting, ensuring everything is in place for them.