EA and Office Manager

Bain and Gray; City Of London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A boutique investment firm in Mayfair is seeking a Team PA and Office Manager. This role involves managing diaries, coordinating meetings, and supporting office operations. The ideal candidate will have administrative experience, strong organisational and communication skills, and the ability to multitask. The position is office based with one day of working from home.

Qualifications

• Previous experience in an administrative or office coordination role required.
• Strong organisational and multitasking abilities essential.
• Excellent communication and problem-solving skills necessary.
• Effective time management and organization using initiative to prioritize workload.

Responsibilities

• Maintain a clean, organised, and professional office environment.
• Oversee smooth office operations, including supply management and IT support.
• Manage complex diaries and international travel arrangements.
• Provide high-level administrative support and coordinate key meetings.
• Attend senior leadership meetings and prepare minutes.
• Assist in organising company events and support HR functions.

Skills

Organisational skills

Communication skills

Problem-solving skills

Time management

Multitasking

Job description

We are working with a fantastic boutique Investment company in Mayfair. A truly lovely, and social team. They are looking for a Team PA and Office Manager to join them, acting as the office lynchpin, offering support across a variety of areas of the business. You will be managing diaries, arranging events, team away days, ski trips, and more! You will be coordinating board meetings, liaising with clients, polishing presentations, and liaising with vendors and suppliers.

The right candidate will have some PA/ OM experience behind them, will be willing to take on more and get stuck in. Employees tend to stay here a long time, they value team fit hugely and the lovely culture keeps them all there! Attitude will be the driving force here; they are looking for enthusiasm, personality as well as a hard worker.

This role is office based with 1 day WFH.

Duties will include:

• Maintain a clean, organised, and professional office environment.

• Oversee smooth office operations, including supply management, facilities coordination, and IT support. This includes managing office supplies, taking inventory, and placing orders as needed.

• Monitor and manage business subscriptions, ensuring timely renewals and up-to-date records.

• Manage complex diaries, international travel arrangements, and daily priorities for partners.

• Provide high-level administrative support, including coordinating key meetings and acting as liaison between board members, clients, and stakeholders. This includes preparing slide decks and setting up necessary technical requirements.

• Attend senior leadership meetings, prepare minutes and action points, and follow up on assigned tasks.

• Assist in organising company events, monitoring employee training

• Support HR functions, including onboarding and employee engagement initiatives.

• Maintain internal systems, oversee website updates, and manage document storage and retrieval.

• Oversee purchase orders, invoice processing, and expense reconciliation.

The right candidate will:

• Have previous experience in an administrative or office coordination role

• Strong organisational and multitasking abilities.

• Excellent communication and problem-solving skills.

• Effective time management and organisation using initiative to prioritise workload.