PA/Office Manager - 1 year FTC - Maternity Cover

Based in fabulous, modern offices with views across London, our client is currently looking for an PA /Office Manager to join their small, friendly team of analysts.  There are around 10 of them in the London office (but they are part of a much bigger global organisation).  You will be organising lots of travel, diaries, visas etc and ensure that things run smoothly on a day to day basis.

Main duties include:

1. Financial matters:

• Raise purchase orders and process invoices. Ensure correct currency conversion, sign off and submit to accountants
• Office bills – ensure all offices bills have been sent to accountants and paid on a monthly/ quarterly basis; this includes phones, coffee machine, cleaning services, flower company among others
• Monthly recharge travel sheet. Take monthly invoice from travel company and re-invoice to local subsidiaries
• Monthly recharge sheet for other payments. As above
• Handle petty cash
• Expenses – handle expense claims on behalf of executives

2. Travel

• Liaise with travel agent to book flights; ensure that they make sense and check travel plans
• Accommodation as above
• Taxis and transfers as above

3. PA duties

• Diary management for 2 executives
• Handle expenses for 2 executives and members of the offices (6)
• Handle personal matters for CEO and 2 executives
• Office supplies - ensure office is stocked (fruit, snacks, coffee)
• Ensure office is orderly- manage cleaning, plant and coffee company and ensure office looks good
• Filing documents and post
• Offer coffee, tea and water to guests and executives
• Work closely with the Executive Assistant, who works for the CEO; however different responsibilities
• Communicate and plan with assistants from other offices, predominantly South Africa

Skills

• degree educated or secretarial studies with minimum 2 years similar working experience, UK resident or full work permit
• excellent written and oral communication skills
• excellent computer and Microsoft skills; Outlook essential
• ability to work under pressure while maintaining attention to detail
• good organisational and time management skills
• excellent interpersonal skills
• ability to work on your own initiative
• honesty and reliability
• flexibility and adaptability to juggle a range of different tasks
• discretion and an understanding of confidentiality issues
• knowledge of London would be helpful – areas and restaurants