Executive Assistant & Office Manager

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:

• Performance bonus

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