Executive Assistant Office Manager

Penspen; Greater London; Hybrid; GBP 60,000; Full time

Job summary

An established industry player is seeking a dynamic Executive Assistant and Office Manager to support its London Head Office. This role includes providing high-quality administrative support to the CEO and leadership team while ensuring the office runs smoothly. You will manage travel logistics, coordinate meetings, and oversee office operations. If you are organized, detail-oriented, and thrive in a fast-paced environment, this is an exciting opportunity to make a significant impact in a prestigious organization. Join a collaborative team that values creativity and adaptability while contributing to a vibrant workplace culture.

Benefits

Flexible benefits

Health and Safety Management

Team events

Office supplies management

Qualifications

• 15 years of experience as an Executive Assistant.
• 4 years of experience in Office Management.
• Proficient in MS Office applications.

Responsibilities

• Manage complex calendars and arrange travel for executives.
• Oversee office operations and ensure smooth administrative functions.
• Coordinate internal communications and maintain office supplies.

Skills

Executive Assistance

Office Management

MS Office Proficiency

Time Management

Problem-Solving

Organizational Skills

Team Leadership

Flexibility

Education

Degree qualified

Tools

Intranet Hub

Job description

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Location: Hybrid from prestigious offices at 150 Holborn London EC1

Salary: Up to £60,000 + flexible benefits worth £1175

Applicants must have proven right to work in the UK for this role and be based in and around London.

Penspen www.penspen.com are looking for a dynamic, organised Executive Assistant and Office Manager to support our London Head Office and UK Offices. To provide high quality support to the CEO and EXCOM Leadership Team as well ensuring that the office runs smoothly by providing important administrative, logistical, and organisational support. Also includes management of UK Travel department and offices.

You will be Degree qualified and have the following Knowledge & Experience:-

• Proven experience of 15 years as an Executive Assistant and 4 years of Office Management
• Proficiency in MS Office & Intranet Hub
• Hands on experience with office equipment
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills
• Strong organisational and planning skills in a fast-changing environment
• A creative mind with an ability to suggest improvements
• Good team working skills and the confidence to lead and motivate a team
• Flexibility and adaptability to changing workloads

Executive Assistant to the CEO, CFO and EVP HR and Business Services & EVP Technical Excellence including duties such as:

• Extensive and complex calendar management, including issuing yearly meeting planner and setting up meetings
• Arranging travel and accommodation, visas and coordinating logistics and itineraries
• Processing expenses
• Creating yearly / monthly / weekly PO's for the finance team. Processing invoices
• Taking actions at all high-level executive meetings including THEIA
• Issuing monthly reports and keeping up to date with company’s organigrams
• Managing correspondence on behalf of the CEO and head office both via email or phone with staff, contractors and clients.
• Providing executive administrative support for all the executive team setting up meetings, coordinating travel and any other ad hoc duties that arise.
• Liaise with UAE Executive Assistant.
• Coordinating and facilitating Town Halls.
• Ordering and buying supplies for the office to ensure stock is continuously kept updated.
• Organising team and office events
• General administrative duties in line with the business' needs and progression.
• Closely working with marketing, finance and legal teams helping them with all their requests.
• Helping various project teams when required
• Covering travel when the department is on leave
• Building good relationships with company’s employees and being the first point of contact and assistance for their immediate administrative/office needs.

Office Management Responsibilities:

• Planning and executing all internal head office moves, overseeing floor plans and desk allocations to ensure minimum disruption.
• Liaison with other operating company Office Managers within 150 Holborn – building strong and collaborative relationships to bring cohesion to the management of the building.
• Review and improve head office operational management systems, processes, and housekeeping.
• Responsible and management of office Health and Safety, Fire Precautions and Building Regulations to provide a safe and appropriate place of work. Liaising with QA and HSE managers
• Responsible for the office annual budget. Maintaining proper financial controls, planning the budget in collaboration with finance team. Approving invoices and office expense requests.
• Negotiating with building contractors and suppliers. Recommend changes and ensure smooth transition to new vendors if necessary.
• Overseeing building tenants, processing invoicing in a timely manner. Liaising with legal teams for all exit queries.
• Responsible for internal communications with regards to building maintenance issues and ensuring minimal disruptions to the office.
• Day-to-day management of the London facilities team and Reception. Overseeing the redundancy and UK reception operation from home trial.
• Overseeing companies archiving reduction and cost management
• Planning and executing all other UK office moves, overseeing floor plans to ensure minimum disruption.
• Putting in place action plans with IT and local office management teams for a smooth transition.
• Liaising with landlords, agents and legal teams.

Key Behaviors:

• Engaging people
• Leads self and others
• Communicates and influences
• Collaborates and partners
• Achieving results
• Delivers with focus

If you have the knowledge, skills and the experience please apply by clicking https://careers.penspen.com/vacancy/executive-assistant-amp-office-manager-585013.html

"Applicants need to have the right to live and work in the UK"

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Engineering, General Business, and Administrative

• Industries

  Engineering Services, Oil and Gas, and Services for Renewable Energy

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