PA & Office Manager

Boutique financial services firm in central London looking for PA & Office Manager to join tight knit team. This is a meaty role supporting a team of 7 that requires someone with prior experience to hit the ground running.

The role will incluce a variety of duties encompassing PA, Office Management, HR, Marketing, Events and general administration. You will also be responsible for coordinating an office move and subsequent fit out. You will be the sole PA in the business and have scope to make the role your own.

Experience within financial services or professional services required.

The role is paying £25,000 - £30,000 depending on experience plus great benefits and starting ASAP. You will be based in the office and working hours will be 9am - 6pm.

The PA & Office Manager duties include:

Diary Management & Clerical

• Scheduling meetings, conference / video calls, lunches and dinners
• Ensuring diaries synchronise when they need to (taking into account various time zones)
• To produce documents (Word / Excel / PowerPoint) for the team and to undertake associated administrative tasks
• To provide general clerical support as required
• To undertake routine data input

IT

• Ensure maintenance of all IT renewals (server warranty, Office365 subscriptions, website maintenance)
• To monitor access to all confidential material and to ensure all computer records are secured and backed-up
• Improve IT infrastructure for efficiency and security.

Office Management

• To liaise with external agencies where appropriate
• To assist with the monitoring and maintenance of stock and order supplies if required
• To ensure office security arrangements are always complied with, including the issue of visitor access
• To be responsible for the sorting and distributing of incoming post and the sending of outgoing post, including the purchase of stamps as required
• To be the first point of contact for both telephone and face to face enquiries and take messages where appropriate
• To provide hospitality for visitors to the office (drinks and lunches where appropriate)
• Communicate with landlords, building maintenance, cleaning contracts, equipment supplies, food/drink suppliers, private health, mobile contracts and courier companies
• Renewal of annual office insurance; professional memberships
• To plan and execute re-establishment of office in City of London including managing fit-out and associated tasks
• First line support for all IT queries before escalating to outsourced company. Must be confident with computers and Microsoft Office software (Excel, PowerPoint, Outlook etc.)

Marketing

• PowerPoint updating; binding of presentations
• Update company websites and ensure renewal of domain names
• Ensure all correspondence, stationery, emails, marketing materials, and news releases are sent out in the correct format with the company branding

Events and Travel

• Arrange international travel via our travel agent
• Book flights on air miles / points as required
• Arrange Visa applications, vaccinations, hotels and airport transport as required
• Arrange meetings
• Arrange annual events, such as Cheltenham Races client hospitality and staff Christmas dinner

The successful PA & Office Manager will:

• Have demonstrable experience in a PA or Administrative role
• Be competent on Microsoft Office and CRM systems
• Be numerically minded
• Have strong verbal and written communication skills
• Be a self-starter and have a muck in attitude

This is a great opportunity to work in a varied and interesting role with wide exposure to all parts of the business.

RMS Recruitment is a boutique agency in Mayfair with over 20 years' experience recruiting for PA and Administrative roles across both corporate and creative industries. Please don't hesitate to get in touch if we can be of any assistance!