Job title: Executive Assistant/Office Manager
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £30,000.00
Salary to: GBP £35,000.00
Job published: 22/11/2021
Job ID: 32289

Job Description

An exciting opportunity has arisen for an Executive Assistant/Office Manager to join a forward-thinking, friendly and growing company in Manchester city centre on a permanent basis. This is a varied and all encompassing role which includes EA, office management, HR and general administrative duties. 

Candidates will have previous experience in a similar role and have a positive, friendly and personable attitude. Due to the nature of the role, the right candidate will be a team player, with good communication skills and be someone for whom no job is too big or too small.

Duties will include:

  • Complex diary management to Directors 
  • Scheduling & organising meetings and appointments, often controlling access to the Directors
  • Creating meeting agendas and taking minutes for Exec and senior Management team meetings as appropriate
  • Communicating with Board Members, scheduling Board Meetings, and arranging meeting agendas
  • Liaising with clients & business guests
  • Organising complex travel arrangements & itineraries for both business & private trips
  • Organising events, conferences & entertainment for guests including catering
  • Organising and arranging company events, including catering: monthly “Space Bar”, quarterly “The Gatherings”, Christmas Party, assist in arrangements for conferences in conjunction with the marketing manager.
  • Maintenance or company vehicles
  • Reminding the directors of important tasks, deadlines and events both at work and at home.
  • Collating, filing, recording & managing expenses
  • Running professional and personal errands
  • Monitoring, sourcing, and ordering stationery and other office equipment
  • Point of contact for facilities management and maintenance
  • Developing, implementing, and monitoring administration, stock control and record management systems.
  • Maintenance of passwords, directories for internal telephone, mobile numbers, equipment, and asset registers
  • Undertaking general administrative/clerical tasks; relevant to the role; comprising filing, archiving, photocopying, shredding, drafting, formatting, and printing relevant documents
  • Managing postal correspondence and distributing mail accordingly including arranging couriers for UK & international deliveries
  • Support all internal HR related inquiries or requests - low level, in accordance with external HR company
  • Creating and updating records ensuring accuracy and validity of information
  • Oversee the completion of company benefit documentation
  • Organise and oversee the completion of DBS’ for relevant staff members
  • Ensuring staff driving details are up to date and compliant with company expectations
  • Preparing and conducting New Starter Inductions
  • Maintaining digital & electronic records of employees
  • Assisting with the recruitment process by identifying candidates, performing reference checks and issuing job offers & employment contracts
  • Providing payroll information to the Finance Department
  • Assisting with the organising of international staff visa requirements
  • Provide administrative support for probationary periods
  • Acting as first point of contact for all visitors & clients, meeting and greeting on arrival and directing to the relevant place
  • Monitoring the company signing in register to comply with building health & safety regulations
  • Acting as the first point of contact; dealing with correspondence, phone calls & face to face among team, clients and other external partners

Person Specification:

Knowledge, Skills & Experience

  • Prior EA/office management experience
  • Strong attention to detail
  • Team player
  • Ability to work without supervision
  • People person
  • Excellent time management skills
  • Excellent communication and customer service skills
  • Proficiency with Microsoft Office suite
  • Flexible and adaptable 
  • Strong prioritisation and organisation Skills
  • Ability to Handle Confidential Information
  • Ability to Multitask
  • Experience of international travel beneficial

Hours will be 9am-5:30pm with flexibility required from time to time. There will be the ability to work from home in this role at least some of the week.

Salary up to £35,000 per annum depending on experience, plus benefits.

This is a fantastic role working for a innovative and reputable company. 

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.