Job Description
Executive Assistant / Office Manager
We are the city's leading gourmet seafood distributor, based in NW London, and are now looking for highly motivated ambitious and energetic Office Manager / Executive Assistant to join our team. The successful candidate will provide full administrative and secretarial support to the business and Directors to ensure the smooth management of their day-to-day affairs, and most effective use of their time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the Directors absence. In return, you will be rewarded with a generous remuneration package and work with a vibrant team.
Duties include but not limited to:
- Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
- Manage Director’s travel arrangements (including visas/accommodation).
- Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain office and Director’s systems, including data management and filing.
- Maintain records of Director’s contacts.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist Director in researching and following up with action on matters which fall within the
Director’s responsibility:
- Chasing responses, triggering follow-up action.
- Produce documents, minutes, reports, and presentations for the Director.
- Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
- Manage stationary, consumables and maintenance of office equipment.
- Schedule meeting room requirements, to include IT, catering, and beverage requirements.
- Assist HR with onboarding / offboarding.
- Any other duties as may reasonably be required by the Directors and senior management.
Office Manager responsibilities:
- Organising meetings & managing databases
- Organising company events and conferences
- Processing invoices and managing the office budgets
- Ensuring policies are up to date
- Dealing with correspondence, complaints & queries.
- Ordering stationary and assisting with I.T related duties
- Assisting in keeping the office a safe and presentable environment at all times.
- Any other duties as may reasonably be required by the Company.
Requirements
- Educated to degree level or equivalent.
- Experienced Personal Assistant at senior management level.
- Experience of electronic diary management.
- Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, locally and internationally.
- Ability to organise and plan own work.
- Excellent attention to detail, with the ability to maintain a high level of accuracy. A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
- Ability to work on own initiative.
- Ability to deal with sensitive information with discretion and to maintain confidentiality.
- Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
Hours & Pay
Monday to Friday – 9am to 6pm
£ 28,000 - £ 35,000 per annum depending on experience.
Job Types: Full-time, Permanent
Salary: £28,000.00-£35,000.00 per year
Benefits:
- Company events
- Discounted or free food
- Employee discount
- Employee mentoring programme
- Enhanced maternity leave
- Enhanced paternity leave
- Flexitime
- Free parking
- On-site parking
- Profit sharing
- Referral programme
- Sick pay
Schedule:
- Day shift
- Flexitime
- Monday to Friday
Supplemental pay types:
Ability to commute/relocate:
- Ruislip, HA4 0JA: reliably commute or plan to relocate before starting work (required)
Experience:
- Personal Assistant: 2 years (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
Reference ID: PAD/OM/0722