Office Manager/ PA to MD

Office Angels
South West London, London
10 Jun 2017
10 Jul 2017
Contract Type
Full Time

Main Purpose:

  • Business PA support to MD and on occasion wider team
    • Ensure smooth running of the office
  • Personal PA support to MD

Principal Responsibilities - Business PA:

  • first line for phones
  • liaising with candidates and clients to book interviews - following up with confirmations, everything in writing, booking pre-interview briefings with team
  • build and maintain relationships with relevant and useful PAs and client offices
  • meet and greet clients / candidates
  • managing enquiries inbox and answering / forwarding accordingly
  • chasing contracts and liaising with HR on behalf of candidate for onboarding etc
  • requesting and chasing PO numbers, invoicing etc
  • meeting booking - new biz, pitches, client meetings - including travel, timings, location etc, organising all logistics
  • ad-hoc projects - assisting with large scale documents, formatting charts and nameless charts, creating leave behinds and getting them bound. Pre-meeting research for all new biz meetings
  • CV process - formatting, changing, checking, chasing team to check within specfic timeframe if necessary
  • diary management for MD (and wider office if called upon)
  • on occasion take feedback, chat with candidates, maintaining relationships

Principal Responsibilities - Office Management:

  • office touches - stocked fridge, flowers, lighting, general look of front office space
  • dealing with cleaner, carpet cleaning
  • IT (heavily supported by Logo)
  • Things that affect the wider team - holidays, sick days, birthdays, office outings, office events, casual drinks, teambuilding etc. Organising all away days, office events and parties
  • Accounts - maintaining receipts, expenses, petty cash, credit card 'reconciling'
  • office supplies - drinks, stationery, flowers, tea, coffee etc.
  • liaising with recruitment agencies when HM is hiring (bookkeeper, grads etc)
  • liaising with contractors - electricians, plumber, printers, lift engineers, talktech etc
  • ad-hoc projects - decorators and office interior, new branding / logo, website etc
  • managing the kitchen - rotas, cleanliness, supplies
  • managing relationships with other companies in the building

Principal Responsibilities - Personal PA:

  • personal bookings for MD - hair, beauty etc
  • some part in holidays / travel / arranging passports, flights etc
  • MD shopping (physical shopping for b'day presents, food etc)
  • liaising with other staff for personal things - electricians, nanny, plumbers, car people
  • personal online things - shopping, flights, clothes, furniture etc
  • various day-to-day missions - breakfast, lunch, fags, sweets, dry cleaning, shoe reheeling
  • personal admin - Christmas card list and stickers, post office for family and friend presents, driving courses, speeding tickets, congestion charges, personal receipts, sending flowers
  • ad-hoc projects - hiring a new nanny / housekeeper. Liaising with appropriate agencies

Office Angels is acting as an Employment Agency in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.