Personal Assistant/Business Support Manager
- Recruiter
- Restrata Solutions Limited
- Location
- This position is based full time in the London office
- Salary
- £30-35K
- Posted
- 28 Jun 2022
- Closes
- 26 Jul 2022
- Job Title
- PA
- Industry Sector
- Energy / Utilities, Technology
- Contract Type
- Permanent
- Hours
- Full Time
Personal Assistant/Business Support Manager
Location - This position is based full time in the London office
Working Hours - 8.30am – 5.30pm
Since 2006, Restrata has been on a mission to keep the workforce safe, assets secure & organisations resilient through technology and services, focused on the Energy & Industrial sector, but applicable to all sectors.
With over 15 years of experience maximizing safety and security procedures for our clients, Restrata occupies a unique position through its expertise in the field providing Prepare, Manage, Monitor & response services through its offices in London, Aberdeen & Dubai and its 24/7 GoCC in Aberdeen. A strong history of serving industry leading clients and being involved in some of the most complex & high-profile projects around the world. This experience plus its experts has enabled it to build a SaaS platform that responds intuitively to the market needs and is unique in the market as a unified solution. The Restrata platform connects people, assets, and operations through a single platform and transform the resilience of your organisation.
Find out more at https://www.restrata.com/
Purpose of the Role:
The Personal Assistant to CEO/Business Support Manager is responsible for a full range of administrative support duties, playing a key role in effectively managing the PA function and day to day running of the London office and business support function for the London team.
The PA/Business Support Manager must have the ability to find solutions to problems, working independently as well as within a team, have excellent communication skills and be able to disseminate information accurately, and ensure that the London office runs smoothly whilst keeping the tasks of the CEO well organized.
The successful candidate will work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, always staying one step ahead and taking full ownership of the day to day support of the CEO's office including diary management, booking meetings, liaising with senior internal and external stakeholders and dealing with confidential information.
Duties will include various tasks that require constant balancing and an eye for detail. In addition, there will be a broad range of operational issues, which involve managing Restrata's London office, managing administrative tasks and resources originating from various units within the London office staff, which all have different priorities and timelines. Making sure these are met and delivered effectively and efficiently which will all be essential to supporting the work of the CEO.
Excellent IT skills, time management and organization skills are required, together with a flexible, proactive approach to work.
Key Tasks and Responsibilities:
Personal Assistant
• Management of CEO’s emails, calendar and meetings
• Travel itineraries with visa processing, if required
• Collating, filtering and prioritising incoming correspondence
• Taking minutes in meetings
• Leave applications, expense claims, IT requests and file management
• Interface with internal departments, senior clients and partners
• Ensure an effective document management system is maintained for both paper and electronic documents
• Management of SharePoint site
Office Management and Business Support
• Responsible for the planning, execution and management of the London office, pantry and meeting rooms
• Manage the office IT equipment, cleaning services, including couriers, deliveries, storage, and stock/stationery management building and office access cards/fobs and office purchases
• Meeting and greeting all guests
• Management of the office HSE practices, documentation and processes
• Checking meeting room regularly and resetting, clearing, or restocking as needed
• Admin support for the team (30 + incl. tech team – developers/engineers and product/designer)
• Assist HR and the line manager with employee onboarding
• Assist in the scheduling and set up of the Townhalls, Quarterly Updates, and other meetings
• Coordinate internal events for the company
Essential Capabilities/Skills:
• Excellent use of MS Office tools (Word, PowerPoint, Excel, Outlook), MS Planner, MS Teams and SharePoint
• Experience with Monday.com
• Excellent interpersonal skills and able to deal effectively with people at every level
• Able to prioritise multiple tasks
• Experience and sensitivity dealing with confidential information
• Excellent English oral and writing skills
Experience/Qualifications:
• 1-2 years PA to CEO/MD experience
• 5 years general secretarial experience
• Confident, diplomatic and assertive
• Highly organised
Benefits:
• 34 days holiday (incl. bank holidays)
• Pension 5% employer contribution
• Group Life Insurance
• Company sponsorship programme for continued training and development
• Employee recognition awards
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