Office Manager / EA

JR United Kingdom; London; On-site; GBP 35,000 - 55,000; Full time

Job summary

A financial services startup in London seeks an Executive Assistant / Office Manager to enhance organisational effectiveness. The role involves coordinating office administrative functions, ensuring compliance with regulations, and providing support to senior management. Ideal candidates will demonstrate strong interpersonal, organisational, and communication skills, contributing to a dynamic team in an innovative environment.

Qualifications

• Strong organisational and planning skills required.
• Excellent communication and interpersonal skills necessary.
• Attention to detail and problem-solving skills are crucial.

Responsibilities

• Organise office operations and procedures ensuring compliance with regulations.
• Manage office supplies and inventory, liaise with suppliers.
• Recruit and train office staff, maintaining records.

Skills

Organisational skills

Communication skills

Interpersonal skills

Problem-solving skills

Attention to detail

Job description

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Our client is a very early stage financial services provider operating in the personal finance and business banking space. They plan to launch their business focusing initially on credit cards, then expanding into personal and business current accounts, and eventually applying for a banking licence.

They have substantial funding, making this a highly exciting opportunity. They have more funding than many well-known fintechs at the same stage.

The role of the Executive Assistant / Office Manager

The Office Manager/Executive Assistant will be responsible for organizing and coordinating office administration and procedures to ensure efficiency, effectiveness, and safety. They will provide high-level administrative support to the Managing Director and, occasionally, to the future Board of Directors.

• Manage office organization, oversee the Reception team, liaise with IT support, coordinate projects, ensure deadlines are met, and manage company documents and files securely and confidentially.
• Coordinate calendars, schedule meetings, handle correspondence, and manage human resources matters, acting as a liaison between management and staff.
• Perform all duties professionally, adhering to procedures, policies, and guidelines at all times.

Duties & Responsibilities

The following are the main responsibilities, but this list is not exhaustive and may be updated periodically to reflect business needs. Training will be provided where necessary.

Main Duties

• Organize office operations ensuring compliance with Health and Safety and GDPR regulations.
• Establish and maintain effective electronic and hard copy filing systems; develop and document data management procedures including data protection, record retention, and disposal.
• Collaborate with IT support to ensure efficient office operation, procure hardware/software as needed, and review special projects with management.
• Coordinate with the company website/PR provider to ensure content is current.
• Monitor and update social media accounts with company activities.
• Use the Property Management System (Qube) to generate reports and extract information for internal use.
• Manage office supplies inventory and liaise with suppliers.
• Recruit office staff, provide induction and mentoring, maintain employee and training records, and propose developmental training. Handle disciplinary matters when appropriate.
• Regularly review and update the Employee Handbook to ensure legal compliance.

Administrative Duties

• Schedule appointments and meetings, resolving diary conflicts.
• Attend meetings, take minutes, and circulate them.

Skills Required

• Strong organizational and planning skills.
• Excellent communication and interpersonal skills.
• Outstanding telephone manner.
• High attention to detail and problem-solving abilities.