Executive Assistant/Office Manager

Job Description:

We are recruiting for an experienced Executive Assistant/Office Manager on behalf of our client to join their team of professionals Within the role you will oversee and take a lead on a wide range of general administrative duties as well as playing a key part in the day-to-day running of the office. Working closely with the Directors, you will be an excellent communicator with an organised approach and possess the ability to solve problems by using your own initiative.  This is an exciting time to join a leading forward-thinking firm that offers long term prospects.

This is a full-time permanent role. Monday to Friday 37hour week. Salary £32 - £35K 5 weeks holiday, parking, free gym.  Office based.

Key Responsibilities

• Some audio typing of letters, emails, reports, tenders and presentations – digital transcription is used for the bulk of transcription; therefore, the role will include formatting of digital output in letters, emails, reports etc.
• Creating excel schedules etc and assisting in the preparation of budgets.
• Reception duties including answering the telephone, dealing with queries, redirecting calls as necessary and taking messages; greeting visitors; managing meeting rooms and arranging refreshments where necessary and making sure supplies are well stocked.
• Instructing and liaising with contractors
• Photocopying, scanning, printing & electronic filing as well as Outlook email management
• Upkeep of client and management filing & electronic filing
• Opening and distribution of incoming post; delivering outgoing post to on site post collection point
• Invoicing using Xero.
• Assist with the management of the office as required on a day-to-day basis including facilities management and ordering stationery.
• Diary management/arranging meetings.
• Data inputting into client accounting software
• Managing databases, assisting with and co-ordinating marketing initiatives, including working closely with the Team on development site searches, compiling lists, managing database, preparing mail merge letters etc.
• Any other reasonable duties, as required, to ensure the smooth running of the office.

Key skills

• Audio typing skills is an advantage but not essential.
• Good general knowledge of Microsoft Office, specifically Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive, Advanced Excel skills would be an advantage.
• Organised with a proactive and problem-solving approach to tasks.
• Excellent standard of written English language.
• Professional telephone manner.
• Good level of numeracy, accuracy and attention to detail.
• Ability to work across multiple projects and prioritise tasks.
• Ability to act on own initiative whilst also working within Company processes and procedures.
• Experience within a professional services organisation preferred, but not essential.
• Ability to remain calm under pressure.
• Possess a generally positive outlook and enjoy working within a progressive team.

Short listing for this role will start immediately.