PA/Office Manager

PA/Office Manager

This innovative and highly dynamic renewables company in the City (with global ‘hubs’) is looking for an experienced PA/Office Manager to cover a 12 month maternity contract. There are 50 people in the London office and your key responsibilities will be supporting the five members of the leadership team but in particular the CEO. You will also oversee the office management for the business but this will be a maximum of 20% of the role.
This is a fully hybrid role (3/2) in their stunning bright, open plan offices are managed so you will liaise with the managing agents on any issues relating to the building and facilities and mainly be the first point of contact for any purchasing for new starters, onboarding/offboarding, ordering stationery and ensuring the offices are stocked with food/drinks. You will also be the ‘go to’ person and responsible for meeting and greeting any guests as they come to the office and managing the four meeting rooms.
As PA/OM 80% of your role will be providing high-level PA support to the CEO (30% of the role) and wider leadership team (max 5). You will have oversight of the CEO’s inbox and diary, plan complex and extensive travel + visa (they do use a travel agent for bookings) and set up meetings across multiple timezones and manage all the logistics for these global trips (monthly). You will also prepare the CEO ahead of his meetings ensuring he has any specific documents or Excel spreadsheets and liaising with other offices on his behalf. A key part of this role will also be to liaise with the shareholders prior to board meetings, often writing emails on behalf of the CEO so excellent communication and written skills are essential.
The ideal candidate will have been supporting a leadership team in your previous role and will have at least five years’ relevant experience and used to diary/travel and multiple timezones. As the company is ’small’ it will suit a PA/OM with small company mentality where flexibility is key and you are a self-starter. It is a fantastic working environment with a friendly and collaborative team so you will need to be passionate about what your do, energetic and have great attention to detail with a love of managing your own workload.

As the firm have global offices (40 staff) you will also deal with logistics for other employees coming to the UK for strategy meetings/quarterly meetings and be adept at juggling multiple diaries and changes and cross checking to make sure meetings are timed to suit employees across timezones. Sometimes you will coordinate multiple meetings in one day and you will also sort all the logistics/taxis/hotels etc.

This is a really varied role for a PA/Office Manager who has bags of initiative and who doesn’t need to be micromanaged and is highly organised and a born multi-tasker. As you are the only PA in the office you will also oversee any event organising. This includes team meetings/board meetings and summer/winter events. So you will need to be self-motivated and proactive and able to work on your own initiative as a hands-on team player.
A really wonderful maternity contract role for an experience PA/OM who is committed to providing excellent support with confidence, drive and commitment and wants to make the role their own.

Duties :

Diary management to the CEO and wider leadership team (5)
Extensive travel planning across multiple timezones/complex itineraries
Organise office quarterly meetings, team events and strategy days
Prepare documentation for internal and external meetings as required
Assisting the Company Secretary prepare documents for board meetings
Onboard and offboard new employees
Process monthly expenses for the office and senior team
Liaise with shareholders to prepare for board meetings
Day to day meeting guests to the office
Office management duties – stationery/stock control/ad hoc office management
Greet any visitors to the offices (once reception has sent them in)

Excellent package

Salary circa £45,000 - £50,000 (depending on experience)
Pension scheme
Perkbox
Charity Day
Private medical insurance with dental etc
Holiday - 23 days (pro rata)
Hybrid 3/2
Life Assurance
Discretionary Bonus
Regular team events/parties
Flex hours (830-5 or 9-5.30) a 37.5 hour week
To start mid- March and commit for 12m