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Job description

Reports to: CEO

Hours of Work: 09:15 am – 17:45 pm (flexibility may be required outside working hours)

We are looking for a talented and highly organised Executive Assistant/Office Supervisor providing support to the CEO as well as managing office requirements.

You will handle sensitive situations with confidentiality and good judgment as well as have the ability to manage multiple changing priorities. Working efficiency coupled with logical thinking and attention to detail is what is needed for this role.

Summary of Position

To ensure the CEO is supported in the management of diaries, travel arrangements and the co- ordination of external and internal team events and meetings.

Manage relationships with key internal and external stakeholders/clients with a high degree of professionalism and care, taking the initiative to ensure meetings are scheduled in a timely way and that there is ongoing communication and good follow-up to meetings.

Acting as a first point of contact: dealing with correspondence, phone calls and manage office supplies.

Typing notes, compiling and preparing reports, documents and correspondence.

Job Responsibilities

P.A

• Managing diaries, emails and meetings for two Directors internally and externally
• Managing back to back meetings across group including agendas
• Managing confidential details for and behalf of Directors
• Managing all incoming/outgoing communication on the Directors behalf
• Arranging all relevant documents for internal and external meetings
• Maintaining all filing systems and databases for Directors
• Distribute relevant documents to stores and filing at head office
• Support wider team events including company events, conferences and running errands, travel bookings both personal and business-related.
• Assisting with various daily tasks and ad hoc duties when required.
• Processing monthly expense claims for Directors
• Coordinating documents for meetings including sourcing background information and supporting documentation, printing, binding, scanning where required.
• Take minutes during meetings
• Making beverages for Directors and visitors
• Ad hoc project work
• Flexibility around needs of the business, i.e., making a booking late evening or arranging a meeting over the weekend in emergency situations.
• In rare cases accompanying Director on travel visits including overnight stays away
• Personal and cars administration management for Directors/family members

Office Supervisor/Receptionist

• Manage all aspects of administration processing, procedures and facilities management in the office
• To deal with all queries, either by telephone or email, in an informed and appropriate manner, forwarding all messages efficiently to the responsible people.
• To source cost-effective suppliers and liaise with suppliers for office related equipment or services.
• To manage travel and logistics, events, internal/external meetings, including arranging travel and hotel bookings.
• Act as primary point of contact for customers, answering phone and email queries, resolving any issues in an efficient and timely manner.
• Making purchases and ordering relevant stationary on behalf of the Company.
• Processing purchase orders and invoices, ensuring approvals are actioned as needed
• Print and prepare documents
• Visit the local Post Office to drop of packages
• Ensuring the office is set up daily and for example any external meetings
• Supervise the front of house function and providing secretarial support.
• Responsible for all electronic and manual filling
• Welcoming visitors in reception area and announcing their arrival to the relevant staff member
• Managing diary for the use of meeting rooms and taking bookings from team for use
• Assisting in the office with filing, scanning documents, photocopying and sending emails
• Dealing with post, couriers, deliveries and collection to and from the firm and signing for when necessary.
• Ensuring the reception area is always kept clean and tidy and represents the professionalism and high standards of the company.
• Responsible for annual maintenance of (equipment, i.e intruder/fire alarms, air conditioning, printer/scanner etc, other general maintenance/risk assessment) in the office.
• Fire Marshal duties and keyholder for office.
• Liaising with I.T company to ensure queries.
• Arrange and managing the cleaner for the office
• Keeping office and meetings rooms clean and maintained

Previous Experience

• Experience in a similar role across a combination of P.A and Office/Receptionist duties.
• Front Office Representative or similar role
• Speed typing
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Strong Diary and Calendar management - Outlook calendar knowledge
• Experience in Microsoft Office at advanced level - Excellent range of IT skills with advanced knowledge of Microsoft Office – Outlook, PowerPoint, Word, Excel
• Working in a fast-paced environment whilst prioritising multiple tasks
• Has had experience of organising previous diaries

Qualifications

• Degree qualified or have a similar qualification
• G.C.S.E A-C in Math and English or equivalent

Requirements - Skills and Abilities

• Professional attitude and appearance
• Discretion and trustworthiness as well as confidentiality
• Efficient with attention to detail, analytical and thinking skills
• Ability to problem solve and stay calm under pressure
• Excellent written and verbal English communication skills
• Excellent interpersonal skills
• Highly organized, flexible and capable of working on your own initiative as well as being a good team player.
• Experience in Microsoft Office at advanced level - Excellent range of IT skills with advanced knowledge of Microsoft Office – Outlook, PowerPoint, Word, Excel
• Ability to work autonomously
• Able to work to deadlines
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude, able to contribute positively as part of an office team

Job Type: Full-time

Salary: £35,000.00-£45,000.00 per year

Benefits:

• Company pension
• Discounted or free food

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Stratford, E15 2JA: reliably commute or plan to relocate before starting work (required)

Experience:

• Office supervisor: 1 year (required)
• Executive Assistance: 2 years (required)

Work Location: In person