Executive Assistant/Office Manager

DEF Ltd.; Richmond; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Competitive salary + bonus

21 days holiday (pro rata) + UK bankH

Private Healthcare

Pension Scheme

Bike storage

Job summary

DEF Ltd. in London (Richmond) is seeking an experienced Executive Assistant to support the Director with diary management, meetings, and a proactive approach to office operations.

You will oversee office administration, coordinate travel and itineraries, handle front-of-house duties, and liaise with suppliers and contractors to maintain a smooth, professional environment in the heart of Richmond.

Qualifications

• Minimum 2 years' experience as personal or executive assistant.
• Proficiency with Apple devices/software and MS Office.
• Strong organisational and diary management skills.
• Excellent literacy and numeracy.

Responsibilities

• Manage diary for the Director and schedule meetings and calls for the director and team.
• Maintain an organised and efficient office environment.
• Liaise with cleaners, landlord, alarm and repair contractors; organise office maintenance.
• Resolve IT issues promptly to minimise disruption.

Skills

Diary management

Office administration

IT proficiency

Organisation

Discretion

Communication

Literacy/Numeracy

Tools

Apple devices

MS Office

Job description

OVERVIEW

A small, well established music management company is seeking an experienced and dedicated Executive Assistant to provide seamless and effective support to their Director in London. The successful candidate will be ready to hit the ground running with an enthusiastic ‘can-do’ attitude, also taking pride in overseeing Office Management duties in their bright new office in Richmond, SW London. This job is full time and office based.

MAIN PURPOSE OF ROLE

Responsibilities include; but are not limited to:

• Manage diary for Director, schedule meetings/calls for director and wider team, both in person and virtually
• Maintain a well organised and efficient office environment
• Liaise with cleaners, landlord, alarm and repair contractors and organise general office maintenance
• Take charge of resolving IT issues promptly to minimise disruption
• HR - Assist in the smooth pre-on-boarding process for new employees, overseeing holiday bookings and absences
• Overseeing Health and Safety issues for the office, organise insurance
• Organise all aspects of business travel for director and issue itineraries as required
• Provide front of house support to the London office; welcome guests and prepare meeting rooms
• Process expenses and consolidate receipts for director and liaise with finance team to process these
• Book taxis and couriers for director, wider team and, on occasion, clients
• Act as point of contact for any suppliers and onsite contractors
• Ensure office supplies and stationery are well stocked and office is kept tidy
• Offer general administrative support to wider team as needed

PERSON SPECIFICATION

• A flexible and pre-emptive approach to work; anticipates obstacles and adapts to complete tasks
• Proactive and diligent; self-motivated and always maintains meticulous attention to detail
• Conscientious; responds positively to instruction and demonstrates commitment to role
• Ideally a minimum of 2 year’s experience (inc. at least 1 year of continuous employment) in the capacity of a personal or executive assistant
• An understanding of and interest in the music industry is preferred, but not essential
• A flexible and pre-emptive approach to work; anticipates obstacles and adapts to complete tasks
• Advanced IT skills, must be proficient using Apple devices/software and MS Office products
• Remains calm unfazed and focused when subject to high pressure or conflicting priorities
• Conscientious; responds positively to instruction and demonstrates commitment to role
• Proven excellent organisational ability and logistical planning skills
• Handles sensitive tasks or information with discretion and confidence
• A personable and approachable demeanour is imperative in this role
• High level of literacy essential, good numeric skill desirable

BENEFITS (permanent only)

• Competitive salary + bonus
• 21 days holiday (pro rata) plus UK bank holidays
• Private Healthcare
• BUPA Cashback Health plan
• Pension Scheme
• Bike storage