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About the Role
This role as a PA/Office Manager at Head Office is focused on ensuring smooth day-to-day office operations and providing executive support. It's an opportunity for someone who enjoys balancing administrative tasks with fostering a positive and professional office environment, acting as a trusted extension of the business.
Responsibilities
- Manage all incoming and outgoing deliveries and mail.
- Procure and manage stationery, refreshments, and office supplies.
- Maintain an inventory of office equipment assigned to each person.
- Maintain a record of all annual leave for the office.
- Coordinate with cleaning staff, IT support, and building contractors.
- Manage complex diaries for the MD and Operations Director.
- Meet and greet visitors, connecting them with relevant colleagues.
- Manage and coordinate meeting room bookings.
- Take minutes for meetings and communicate relevant updates to staff.
- Coordinate travel arrangements and plan detailed itineraries.
- Handle monthly expenses and provide ad hoc administrative support.
- Help create a fun, engaging, and productive office environment.
- Provide high-level administrative support to senior leadership, including diary management, meeting coordination, minute-taking, action tracking, and preparing Executive packs.
- Anticipate the needs of senior leaders and proactively provide support.
- Schedule, attend, take minutes, and track actions for monthly SMT and Business Review Meetings.
- Update actions and collate presentation slides as required.
- Support with printing, organizing, and arranging documentation and presentations.
- Assist the events planner with company events.
- Maintain and build good working relationships with colleagues, clients, and suppliers.
- Carry out any other responsibilities assigned to support the business's smooth running.
- Adhere to company policies and procedures.
- Work within the ISO 9001 and 14001 frameworks.
- Perform any other duties necessary to support clients, customers, colleagues, and the company.
Requirements
- Strong attention to detail with the ability to manage multiple priorities and stay organised under pressure.
- Confident, approachable, and comfortable building relationships across all levels of the business.
- Proactive, resourceful, and confident working independently.
- Comfortable managing changing priorities and taking initiative with minimal supervision.
- Ability to handle confidential matters with discretion and professionalism.
- Strong Microsoft Office skills.
Skills
- Diary management
- Meeting coordination
- Minute-taking
- Travel coordination
- Expense management
- Administrative support
- Relationship building
- Microsoft Office
About the Company
- St James Facilities