Executive Assistant

Executive Assistant to the Directors / Office Manager

Summary

Our client are based in the centre of London, near Marylebone Train Station and due to expansion require an Executive Assistant/Office Manager to join their team.

Job Details

The following is the minimum list of tasks and outputs expected from your role:

PA to the Directors 

oManage calendars and meetings for two Directors, first point of contact for Directors when not available

oConduct research and prepare background information for Directors’ meetings

oResearch options and book travel/hotels/venues for Director’s meetings

oEdit minutes from team meetings, circulating actions and maintaining calendars and task lists for Directors

oLiaise with Directors over prioritisation of tasks / meetings

oSupport Directors with preparation/collation of reports, occasional graphics/PowerPoints

oReview all emails into Enquiry box and action as appropriate.

oSupport the Directors with occasional personal projects (e.g. researching a family holiday / flight options, finding car lease deals)

oDay-to-day administration of property portfolio (managed through agents)

Office Manager

oUtilising knowledge of key activities and ongoing relationships, act as first contact for incoming calls. Give a great first impression and forward to the Director/person in the company best able to help them

oLooking after Stationery and supplies for the office and placing and checking orders as required

oResearching / making additional purchases as required

oFirst point of contact for all Tenants

oManaging the keys for all tenants, and programming access fobs for new tenants

oManaging the telephone systems (full training will be given)

oManaging the network and Internet (full training will be given)

oLiaising with all suppliers including carpenters, plumbers, electricians, window cleaners, alarm company, cleaners etc.

oArrange for/conduct weekly fire alarm testing

oGeneral maintenance of building

oManaging the gas and electricity accounts

oGeneral Health & Safety

oInduction of new employees and new tenants with regards to the building

oPurchasing of additional services / furniture as required

oPlus, other ad hoc duties as required

Key requirements:

·Confident and quick-witted to be able to work with Directors who move fast

·Able to take control of and proactively manage the running of office

·Confident communicator at all levels with a flexible and open manner

·Strong research skills.

·Confident personality, pro-active and self-motivated to ‘manage’ your responsibilities

·Accurate, very detail focused, with good grammar and spelling

·Strong with Word and Excel, competent with PowerPoint (experience with Google Apps/Docs an advantage)

·Good organisational skills, can stay on top of things and works in a very organised way

·Top telephone manner as the first point of contact – well spoken, friendly, bright sunny, professional, quick and confident in speaking with clients on the telephone

 

Salary: From £35,000 to £40,000 per annum

 

In you are interested in this role please send us your CV to sales@charlespeters.co.uk or for more information please call us on 01926 857000

To apply for this job email your details to ephillips@charlespeters.co.uk