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Job description

Are you an exceptional multitasker with a passion for supporting high-level executives? Do you thrive in a fast-paced and dynamic work environment? If so, we have an exciting opportunity for you to join our team as an Executive Assistant & Office Manager at Habit Action.

Our client_ Habit Action_ is a band of unique individuals whose shared passion, insight and creativity binds them together. As a family owned business, partnerships run right to the core. We have grown from humble beginnings into a successful business that constantly strives to improve its offerings to its clients, transforming their workspaces into unique, purpose-built masterpieces designed to enable the client to do more.

Habit Action and everyone who works for us embodies these values:

• Family - As a family owed business, genuine partnership is at our core. We listen, we care, we work, and we celebrate together
• Client First - The needs of our clients drive us. Their challenges are our challenges and our service guarantees the best possible experience.
• Creative Solutions - Insight inspires our creativity, in design, in delivery, and in business. Every challenge is matched by a creative solution.
• The wow - We aim not just to deliver but to wow. Our interiors work, creating spaces where people love to be.

Role Purpose

As the EA & Office Manager, you will oversee the smooth running of both the Leighton Buzzard and the London office, enabling fellow employees to succeed in their roles. It is essential that you have a welcoming and friendly personality and can remain calm when under pressure. In your role you will serve as the primary point of contact and act as a liaison between the MD and internal/external stakeholders, providing high-level administrative support to the MD.

Your role will be crucial in ensuring the smooth functioning of daily operations and optimizing the executive's productivity. The Executive Assistant acts as a trusted partner to the MD, anticipating their needs and ensuring that their day-to-day operations run smoothly.

Duties & Responsibilities

• Responsible for the travel, email and diary management for the executives
• Ensuring all reports are collated and completed as per guidelines and issued to the teams as required
• Co-ordinating and managing all company events, such as launch events, company meetings and on and offsite management meetings
• Manage expense reports and reimbursements for the MD.
• Providing support with meeting agendas, collating presentations, minute taking and issuing to participants as required
• Serve as the primary point of contact for internal and external stakeholders, screening phone calls, emails, and other correspondence. Draft and proofread communications on behalf of the MD, ensuring accuracy and professionalism.
• Handle sensitive and confidential information with utmost discretion. Maintain a high level of professionalism and integrity in dealing with sensitive matters.
• Compliance/audit management – Habit Action & contractors (Safe Contractor & ISO)
• HR Support i.e.. manage recruitment process/administration, manage appraisal process/booking, HR processes and documentation, onboarding & holiday management
• Promote staff development and organise training
• Review and update health and safety policies and support implementation and adherence
• Overall responsibility for all entertainment and catering including client meals, and other internal and external events
• Manage company food and consumable / stationery orders and deliveries in line with budgets
• Manage and cover reception, and incoming phone calls to ensure first-class experience to all visitors
• Always maintain entire office space to showroom standard (i.e.. Load/unload dishwasher, keep tea points & washroom facilities well stocked, clean and tidy)
• Ensure external deck area is clean and client ready including cushions set out/put away
• Manage room bookings for tenants
• Open and distribute post
• Other adhoc responsibilities

Qualifications

• Full driving license (preferably clean)
• Min 5 GCSE’s Grade A-C

Skills & Experience:

• Excellent written and verbal communication skills
• Being self-driven will be a key skill in this role
• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and other commonly used office packages
• Strong IT and typing skills
• The ability to prioritise tasks and work under pressure.
• Excellent organisational and time-management skills
• Good teamworking skills and the confidence to lead and motivate a team
• The ability to manage your workload and supervise others concurrently.
• Excellent interpersonal, oral and written communication skills, with the ability to converse at senior and Board level
• Negotiation and relationship-building skills
• Attention to detail
• Flexibility and adaptability to changing workloads
• A problem-solving approach to work
• Project-management skills
• A familiarity with legislation in the areas of employment, equality and diversity, and data protection - this is useful, but not essential
• Travel to London as required
• Travel to other location if needed to support events
• Ability to work outside of “normal” office hours

Experience:

• Office Management : 3 years (preferred)
• PA / EA Experience : 3 years (preferred)

Work Location: In person

Job Types: Full-time, Permanent

Salary: £30,000.00-£40,000.00 per year

Benefits:

• Company pension
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Leighton Buzzard: reliably commute or plan to relocate before starting work (required)

Work Location: In person