Executive Assistant

The Lettings Hub is an award-winning and innovative prop-tech company in the lettings industry. As we continue to grow and adapt to upcoming changes within our sector, we are seeking a creative and proactive Executive Assistant & Office Manager. This role is crucial in providing seamless support to the CEO while overseeing our office operations and fostering a positive internal communication culture. If you thrive in a dynamic environment, excel at multi-tasking and prioritisation, and have a knack for managing budgets creatively, we’d love to hear from you.

IDEAL CANDIDATE

• Experience: Proven background as an Executive Assistant and/or Office Management roles preferable.
• Adaptability: Comfortable managing multiple tasks and switching focus regularly while maintaining efficiency.
• Creative Problem-Solving: Ability to think creatively to resolve challenges, particularly when working within budgets.
• Attention to Detail & Strategic Thinking: A sharp eye for detail combined with the ability to assess the broader picture and prioritise effectively.
• Strong Communication Skills: Exceptional verbal and written communication abilities, including concise briefing and accurate documentation.
• Organisational Excellence: Confident in organising tasks, deadlines, and stakeholders to ensure everything runs smoothly.
• Tech-Savvy: Proficient in Microsoft Office Suite and Microsoft Teams; skilled at preparing high-quality reports and presentations.
• Time Management: Able to manage time effectively.

THE ROLE AND RESPONSIBILITIES OF THE EXECUTIVE ASSISTANT

• Act as the primary point of contact for the CEO, maintaining open and consistent communication.
• Provide personal and administrative support, including diary management, travel arrangements, meeting coordination, and external correspondence.
• Manage calls, emails, and communications on behalf of the CEO with discretion and professionalism.
• Prepare and proofread high-quality reports, PowerPoint presentations, and other documents.
• Assist the CEO in collecting, analysing, and presenting data, ensuring clarity and precision.
• Organise and attend Executive and Board-level meetings, ensuring accurate minutes and action points are documented and distributed promptly.
• Lead the day-to-day management of office facilities, ensuring a well-maintained, functional, and welcoming work environment.
• Undertake minor office maintenance tasks independently to ensure the workspace remains functional and efficient.
• Oversee office supplies and supplier contracts, ensuring budget adherence and quality service.
• Plan and supervise office maintenance and cleaning, including liaising with external providers when necessary.
• Take responsibility for ensuring the office complies with health and safety regulations, including conducting risk assessments, maintaining up-to-date safety policies, and organising regular checks and training as required.
• Plan and deliver internal events and employee initiatives to enhance team culture and morale.
• Create and manage an office social calendar, organising activities, decorating the office for events, and ensuring staff are well-informed and encouraged to participate.
• Collaborate with senior managers across various departments to support company-wide projects and initiatives.
• Provide support to the People Manager on employee-related matters, stepping in to handle queries and ensure continuity in their absence.
• Creatively manage budgets for office supplies, events, and operational expenses, ensuring cost-effectiveness without compromising quality.
• Ensure the PAYE Settlement Agreement is regularly updated, and document and submit office and CEO expenses accurately and promptly to the finance team for processing.
• Regularly audit Salesforce data to ensure accuracy, consistency, and compliance, identifying and resolving any discrepancies.
• Draft employment contracts for new starters and oversee the induction process, ensuring a seamless and welcoming onboarding experience.

JOB TYPE: Full-time, permanent

Location: Office based