Executive Assistant/Office Manager

Office Angels
City of London
£35000 - £38000/annum
13 Jun 2017
13 Jul 2017
Contract Type
Full Time
ROLE: Office Manager / Executive Assistant

JOB TYPE: Permanent

HOURS: 8.30-5.30pm

SALARY: £32,000 - £38,000


This is a great opportunity for an outgoing, organised and creative administrator excited by the challenge of shaping culture and operational excellence of a new global marketing office for a premium player in the education sector. Our client is building a new team in London and are looking for someone with experience to work closely with the senior leader to create a dynamic and entrepreneurial working environment.

Duties include:

* Ensure accurate and complex diary management for the VP.
* Ensure all messaging is carried out in an appropriate manner and respectfully handled to ensure accuracy whilst taking care of the much sensitivity around different messages and audiences.
* Organise and maintain files and records.
* Prepare and/or edit correspondence, reports and presentations. Read, research, redirect correspondence, draft letters and documents, collect and analyse information.
* Make travel and guest arrangements for the VP.
* Manage financial requirements by processing payments in a timely manner and ensuring expenditures are within budget. Submit reconciliations and maintain the relevant documentation.
* Provide a professional communication channel for the Marketing and Enrolment team, ensuring all members are provided with appropriate notice of meetings and documentation in a timely, accurate and professional manner.
* Coordinate meetings including issuing invitations, preparation of agendas, distribution of papers and minutes as required, ensuring the highest level of accuracy and timeliness

* Manage reception to ensure all visitors are greeted promptly and with a 5* level of service
* Ensure reception, meeting rooms and common area are kept tidy
* Handle incoming phone calls and redirect to the appropriate person
* Coordinate the provision of all office supplies including liaising with colleagues on requirements, placing and receiving orders, distributing and storing materials and equipment
* Regularly check office equipment and liaise with suppliers on any maintenance issues
* Book travel for the team based in London and assist visitors with arrangements in London
* Distribute incoming mail, ensure outgoing mail is sent on a same day basis and organise couriers as required
* Liaise with the VP and managers on the allocation of desks and prepare desks and stationery for all new starters prior to their arrival
* Liaise with the landlord, agents and external organisation to ensure the provision of services agreed in the lease, to engage additional services required such as insurances, maintenance, hygiene etc and the timely payment of invoices
* Induct all new employees to familiarise them with office practices, equipment and personal responsibilities
* Organise team building events and opportunities for staff to socialise

Skills required:

* Previous experience in a similar role, preferably in an international sales and marketing environment
* Experience in a small, start up organisation would be an advantage
* Knowledge of the higher education business is desirable
* Excellent communication skills - fluent English is essential, other languages would be an advantage
* Able to demonstrate agility and flexibility, multi-task and manage changing priorities in a fast paced company
* Excellent organisation skills
* Strong interpersonal skills with the ability to form effective working relationships and make a positive contribution to building a team
* IT savvy, proficient in MS Office applications

NB: If this company and position appeals to you then please apply your CV on-line. Advertised by Office Angels, Holborn branch. Please note that due to a high volume of response Office Angels receive; only successful candidates will be contacted for the purposes of the Regulations, please note that Office Angels in the provision of these services will be operating as a recruitment agency. Office Angels are an equal opportunities employer

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