Office Manager & PA to CEO

Our client, a growing tech consultancy firm, are looking for an Office Manager and Personal Assistant to CEO, to support and run the London office.  This is a new role which will be central to the efficient operation of the business. The right candidate will be able to mould this role as their own and it provides a fantastic opportunity to join the company at an exciting time in their growth. The successful candidate will be highly confident, proactive and be able to show initiative. This is an incredibly busy and varied role which requires a highly organised and professional individual to become the true right hand to the CEO.

Personal Assistant duties:

• Proactive diary management for the CEO to enable best use of time
• Screen and act upon all email communications (both internal & external)
• Field all telephone calls and act as gatekeeper
• Coordination with CEO’s contacts, developing good relationships over time
• Preparing correspondence with excellent attention to detail and accuracy
• Document management including scanning large, complex documents; filing and printing
• Manage general, personal and professional administration of a highly confidential and sensitive nature
• Prepare documents e.g. presentations, correspondence and minutes giving a clear, logical layout
• Coordinating international and domestic travel arrangements including flights, accommodation and visas and preparing concise itineraries
• Arranging meetings, conferences and external engagements
• Management of expenses
• Maintenance of contacts database

Office Management duties:

• Ensuring the work environment is professional and welcoming to visitors and staff
• Ordering and organising office supplies and refreshments
• Ensuring all the office fixtures, fittings and furnishings are well maintained and fit for purpose
• Responsible for the relationship with building management, IT and telecoms infrastructure
• Ensure Health & Safety practices are in place
• Track key service renewals
• Facilitate and project manage office relocation (Central London)
• Understand and manage the workflow of jobs, implementing and monitoring smooth processes, ensuring supplies are ordered in advance and communicating with the team to ensure that work runs to schedule
• Manage client communications including telephone calls, emails and some marketing and social media management
• Supervision of couriers for confidential documents and papers
• Managing company events and meetings including team away-days, Summer and Christmas parties and any ad hoc event

Qualities/Skill Set:

• Tech Savvy
• Experience using databases
• The ability to build effective relationships throughout the company and externally
• Previous experience working in a start-up environment is desirable
• Prior experience as a Personal Assistant and Office Manager required
• Ability to think quickly and logically when presented with a request at short notice
• Super-organised, proactive, efficient and with a strong attention to detail
• Friendly, sociable and very confident
• Trustworthy and reliable
• Articulate and a strong communicator
• Discreet and able to deal with highly confidential information