Executive PA & Office Operations Lead

Bain and Gray; London Borough of Ealing; On-site; GBP 25,000 - 36,000; Full time

Job summary

Bain and Gray, a buzzy multimedia agency in London, seeks a confident PA to support the CEO and act as an office lynchpin. The role suits someone flexible, ready to roll up sleeves and take on varied tasks.

You will manage diaries, coordinate travel, process expenses in Xero, and assist senior leaders. A proactive, organized self-starter will thrive in a family-run, dynamic environment.

Qualifications

• Dependable, resourceful and commercially minded.
• Ability to anticipate needs, prioritize effectively and see tasks through to completion.
• Equally comfortable supporting senior executives and managing office operations.

Responsibilities

• Manage the CEO’s diary, meetings and appointments, proactively anticipating priorities and resolving scheduling conflicts.
• Arrange business and personal travel, including flights, accommodation, transport and detailed itineraries.
• Process expenses and maintain accurate financial records, ensuring receipts and claims are submitted promptly and confidentially.
• Coordinate personal appointments, restaurant reservations, gifts and other ad hoc requests.
• Provide diary management support to two additional members of the senior leadership team, coordinating meetings with internal and external stakeholders.
• Research and book flights, hotels, rail and ground transport for employees travelling for company events and activities, including Cruise and Aviation.
• Compare travel options to identify cost-effective and practical arrangements, taking account of location, transport requirements and overall journey costs.
• Upload and process purchase and travel receipts through Xero, ensuring expenditure is accurately recorded against the relevant company, publication, project or budget.
• Maintain supporting documentation for purchases and travel bookings.
• Manage incoming calls, take messages and direct enquiries to the appropriate person or department.
• Coordinate office supplies, staff refreshments and routine purchasing through suppliers such as Sainsbury’s and Amazon.

Skills

Diary management

Travel coordination

Expense processing

Office coordination

Stakeholder coordination

Tools

Xero

Job description

Bain and Gray, a buzzy multimedia agency in London, seeks a confident PA to support the CEO and act as an office lynchpin. The role suits someone flexible, ready to roll up sleeves and take on varied tasks.

You will manage diaries, coordinate travel, process expenses in Xero, and assist senior leaders. A proactive, organized self-starter will thrive in a family-run, dynamic environment.