Executive Support Specialist

Cambridge University Press & Assessment; Hartford; On-site; GBP 26,000 - 33,000; Full time

Job summary

A leading educational publisher is seeking an Administrator/Office Manager to join their Building Services and Building Surveying team. This role involves establishing key office management practices, providing extensive support to key leaders, and managing team diaries in a dynamic environment. Candidates should demonstrate excellent organizational skills, an empathetic approach to support, and familiarity with Microsoft Office. Ideal applicants will have prior experience in office management and be proactive in anticipating the needs of their leaders.

Qualifications

• Passion for supporting people with kindness and empathy.
• Previous experience in Office Management or Personal Assistant roles is desirable.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Act as the central contact within the office for guidance and advice.
• Provide administrative support to key leaders and manage their diaries.
• Coordinate meetings, events, and maintain a safe working environment.

Skills

Organizational skills

Microsoft Office skills

Understanding of facilities management

Ability to manage diaries

Confidentiality

Tools

InDesign

Job description

We have a fantastic opportunity for a proactive Administrator/ Office Manager to join the Building Services and Building Surveying team. This is a very busy and varied new role and ideal for someone who thrives in delivering a high level of support within a dynamic and driven team. You will be working closely with the Office Partners as well as the wider Cambridge teams and business.

Job Title: Administrator/Office Manager <br>Location: Cambridge <br>Contract: Fixed‑Term/Secondment (12‑month Maternity Cover) <br>Salary: £26,600 – £32,600 <br>Hours: Full‑time, 35 Hours Per Week

Office Management Responsibilities

• Establish yourself as a key central contact within the office, acting as a source of guidance, advice and information for teams while maintaining approachability to all.
• Support the facilities management aspects of the office, maintaining compliance records & notice boards, liaising with the wider business on compliance issues and ensuring teams are aware of key information and changes.
• Lead administration across the office, including stationery ordering, business cards, incoming and outgoing post, purchase orders & invoicing, devising & maintaining filing systems.
• Coordinate office events & socials.
• Maintain a safe and comfortable working environment for teams and guests.
• Lead receptionists/administrators and build a connected, efficient administrative team.
• Raise and manage invoicing and liaison with clients over payment.
• Create bids and bid management, bind and photocopy documents. Ensure all correspondence and documents that are produced are accurate, grammatically correct, error‑free and comply with the Ridge Style Book.

Personal Assistant Responsibilities

• Provide administrative support to key leaders of the Cambridge office and members of the wider senior team as required.
• Manage inboxes – sorting & responding to emails, highlighting urgent items and fielding speculative approaches.
• Screen and handle phone calls, enquiries and requests.
• Meet and greet internal & external guests at all levels of seniority.
• Process expenses and corporate expenditure.
• Produce documents, reports and briefing papers – preparing hard & soft copy packs in line with meeting schedules.
• Take minutes and actions in meetings, sharing post‑meeting notes as required.
• Provide extensive diary management, ensuring organisational priorities are aligned and diaries prioritised against business needs.
• Organise meetings and events, coordinate with clients, suppliers and other parties, ensuring logistics are in place and everything runs smoothly.
• Be flexible to support changing priorities of the business, team and key leaders.
• Maintain confidentiality, trust and integrity at all times, including managing sensitive documents, communications and enquiries.
• Pre‑empt leaders’ needs, understanding how they like to operate and ensuring they can focus solely on tasks.
• Provide confidential project support, ensuring governance and actions are managed, and stakeholders are well supported.

Experience and Skills Required

• Passion for supporting people, with kindness, compassion and empathy.
• Confidence to establish yourself as a central presence and natural key point of contact within the office.
• Excellent organisational skills with the ability to manage multiple inboxes and diaries.
• High level of confidentiality and trust, handling sensitive information.
• Previous experience in an Office Management role; dual experience as a Personal Assistant or Secretary within a high‑pace environment is desirable.
• Good working knowledge of facilities management and the construction/property industry is advantageous but not essential.
• Strong Microsoft Office skills (Word, PowerPoint & Excel) with high attention to detail, particularly in report writing, minute capturing and written communication.
• Experience with InDesign is preferred but not essential.
• Energetic character, able to uplift, engage and motivate teams, creating positive experiences.
• Well‑being focused – willingness to become a Mental Health First Aider & First Aider if not already a holder.
• Proactive approach, able to pre‑empt the needs of key leaders and allow them to focus solely on tasks.