Office Manager and Assistant London, England
Job description
About Doherty Associates
Doherty Associates (DA) is an award-winning, independent IT managed services provider with world-renowned, international clients.
As an international business (we also have an office in Malaysia, and a presence in New Zealand, USA and Spain) we have built a reputation as a company that keeps its promises and delivers quality. We do this successfully because we focus on our people first – building strong connections in a multi-national and diverse work environment, investing in training and development and aiming to always offer the best experience to our staff and clients.
Our UK staff work in a hybrid model, with some regularly working from our modern London office (in High Holborn) between Monday and Friday, and it is therefore important that the Office Manager ensures the effective operation of our office space.
The demise has approximately 40 hot desks, 3 meeting rooms and a CEO office.
This position will suit a professional with experience in managing corporate office space, with very good organisational skills and experience in setting up office-related processes.
The role is offered on a part-time arrangement (to fit around school hours, but is not term-time only) and is office based (Mon-Fri).
About the role
Reporting to the Chief Financial Officer, your primary responsibility will be to manage the DA office ensuring that it operates efficiently and effectively. You will be a key influencer in ensuring that we create the best place to work for our employees, by creating and maintaining an attractive place to work.
Your second responsibility will be to provide executive assistance to the CEO, and support Senior Executive team of 3 (as and when required).
Responsibilities
Office Management
- Be the first point of contact and manage all office related matters
- Ensure that office related stock is well maintained at all times (kitchen supplies, office stationery, etc)
- Review existing and develop new office procedures to promote consistency, quality and good customer service
- Create and manage office communication boards
- Support the CFO with the property (Landlord and building) related matters
- Ensure the office space is well maintained – take pride in creating a great working environment for staff and a presentable space for visitors
Health and Safety
- Manage the Health and Safety policies and procedures for London office, incl. regular staff & visitor communication, new staff safety briefings
- Work with the HR Business Partner to ensure clear and consistent delivery of specific H&S initiatives
- Perform regular safety maintenance reviews of the office environment, review findings with CFO and complete resulting actions
- Act as the Fire Marshall and First Aider for the London office. Ensure that the business is compliant with the number of first aiders and fire marshals
- Co-ordinate evacuation drills with the Landlord
- Maintain the accident book and first aid box
- Manage the annual health and safety and fire inspections. Review and update risk assessment and action findings
CEO Support
- Mailbox management – Monitor the CEO’s inbox, prioritise messages. Systematise the process for managing the mailbox
- Organise meetings to optimise the CEO’s time
- Scheduling & calendar management - Act as a gatekeeper and reduce unplanned interruptions to the Executive’s workflow as much as possible
- Planning & management of meetings – Schedule virtual and in-person meetings for Executives ensuring that the facilities (i.e. meeting rooms) and technology tools are set up and ready for use at all times
- Travel Coordination - Arrange and organise travel for the CEO and the Executive team as and when required
- Documentation – collate presentations, reports, minutes as and when required by the CEO and/or the rest of the Executive team in a timely manner
- Plan ahead for holiday and travel periods
- Assist the CEO and other Executives with timely and the correct management of their teams absence records, holiday requests, etc.
Collaboration with Human Resources
- Work with the HR Business Partner on the development and execution of strong employee communications
- Take the lead on the London Social and Charity Committee – manage the budget, organise the events, encourage staff participation from across the business
Skills and experience
- Previous experience in an Office Manager role (managing corporate office)
- Previous experience of supporting the CEO/Executive Team in an a corporate, entrepreneurial and fast-paced environment
- Experience of establishing processes from ground zero
- Experience of making considered judgement calls independently
- Excellent English (spoken and written)
- Proficient knowledge of Microsoft Office suite, in particular MSWord and PowerPoint
- Experience in writing business communications
- Excellent planning & execution skills
About the person
- Professional, discrete and trustworthy
- Reliable
- Excellent interpersonal skills - relationship builder
- Collaborative
- Proactive – ability to identify gaps and opportunities and anticipating needs
- Calm and collected
- Positive, with can-do attitude
- High level of empathy – ability to listen and create a safe and trusting environment
- Good attention to detail and a high level of accuracy
- Problem solver
- Highly organised
What we offer in return
- Basic salary £38k - £40k pa (pro-rata for part time working)
- Performance related bonus (up to 10%)
- 33 days annual leave (including 8 UK public holidays) - pro-rata for part time working
- Day off on your birthday
- Company sponsored training and development
- Company sick pay
- Pension scheme
- Employee Assistance Programme
- Private medical insurance
- Income protection insurance
Job Types: Part-time, Permanent
Salary: £38,000.00-£40,000.00 per year
Supplemental pay types:
- Bonus scheme
- Performance bonus
Work Location: One location
