Executive Assistant

DiverseJobsMatter; London; On-site; GBP 28,000 - 36,000; Full time

Job summary

A leading company is seeking an Office Manager & Executive Assistant to ensure smooth office operations and provide administrative support. The ideal candidate will manage front-of-house activities, coordinate events, and assist executives. This role requires strong communication skills, attention to detail, and proficiency with Google Suite.

Qualifications

• Experience in office/facilities management and events.
• Strong communication skills.
• Proficiency with Google Suite.

Responsibilities

• Manage office operations, provide administrative support, and assist in events.
• Coordinate logistics for meetings and ensure compliance with safety practices.
• Provide executive support for the CEO and COO.

Skills

Customer service experience

Communication skills

Attention to detail

Flexible working hours

Proficiency with Google Suite

Job description

Job title: Office Manager & Executive Assistant

Report to: Finance Director

Location: E2 London Shoreditch Office based role

Salary: £28-£36k depending on experience

Working hours: 9:30 am to 5:30 pm Monday to Friday. Flexibility required for events and meetings, with time given back accordingly.

Purpose of job:

To ensure the smooth operation of our head office, assist in events, provide administrative support to all teams, and perform executive assistant duties for the CEO/COO and directors as needed.

Key Duties and Responsibilities:

Office Management

• Deliver excellent customer experience at reception and events.
• Maintain the standards of the front of house and office environment.
• Manage opening and closing procedures, including security systems.
• Conduct regular building walks to ensure safety and cleanliness.
• Greet visitors, handle inquiries, and ensure reception is staffed at all times.
• Arrange refreshments, transportation, and equipment removal as needed.
• Manage office supplies and inventory.
• Coordinate couriers, taxis, and travel arrangements.
• Supervise building maintenance and liaise with contractors.
• Distribute incoming post and manage mailing systems.
• Oversee third-party service providers (cleaners, IT, security, etc.).
• Manage company property and equipment, ensuring proper use and collection.
• Negotiate and procure office supplies and utilities at the best prices.
• Support ICT needs, manage IT tickets, and oversee hardware/software updates.
• Ensure office equipment maintenance and repairs.
• Source and maintain furniture and appliances.
• Train staff on AV equipment and security procedures.
• Assist with procurement, tendering, and supplier negotiations.
• Ensure health and safety compliance, including fire and first aid protocols.
• Organize meetings and events, including logistics and catering.
• Provide general administrative support and maintain databases.
• Conduct research and handle general inquiries.

Event Management

• Assist in managing and supporting D&AD events and functions.
• Coordinate event logistics, staffing, and safety assessments.
• Manage event space bookings, client communications, and post-event reports.

Executive Support

• Manage calendars and emails for the CEO/COO.
• Arrange travel and meetings for executives.
• Distribute meeting minutes and follow up on action items.

Skills and Experience:

• Experience in office/facilities management and events.
• Customer service background in a people-facing role.
• Flexible working hours.
• Strong communication skills.
• Attention to detail.
• Proficiency with Google Suite.
• Knowledge of health and safety practices (desirable).
• Ability to prioritize and manage workload effectively.
• Experience with database systems and scheduling tools.

At D&AD, we are committed to diversity, inclusion, and creating a respectful work environment. Please contact [e-mail] for reasonable adjustments during recruitment.

Applicants must provide proof of right to work in the UK.

Note: Due to high application volumes, only shortlisted candidates will be contacted within three weeks of the application deadline. Unsuccessful applicants should consider their application not successful.

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