Office Manager & Personal Assistant

Assystem; East Midlands; On-site; GBP 32,000 - 46,000; Full time

Job summary

Assystem seeks an Office Manager & Personal Assistant to support our Derby office. The role blends office management, facilities coordination, administration and personal assistant duties to assist the Business Unit Director and local teams.

You will welcome visitors, coordinate desk space, meetings and travel, maintain records and enable efficient day-to-day operations in a safety-conscious environment.

Qualifications

• Experience in Office Manager, PA, Facilities Coordinator or Business Support roles.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and work independently.
• Strong written and verbal communication skills.
• Confident working with staff, visitors and senior stakeholders.

Responsibilities

• Oversee Derby office operations and coordinate facilities.
• Welcome visitors and ensure a professional first impression.
• Support the Business Unit Director and local management with admin tasks.
• Coordinate meeting rooms, travel, catering and hospitality needs.
• Manage diaries, prepare packs, minutes and follow-ups.
• Onboard new employees and contractors; maintain records.

Skills

Office Manager

Personal Assistant

Facilities Coordinator

Business Support

Organisation

Time management

Communication

Discretion

MS Office

Education

Business Administration qualification

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Today, Assystem is among the top three independent nuclear engineering firms worldwide. With over 60 years of experience in highly regulated sectors, the group supports public and industrial stakeholders in the execution of complex and strategic infrastructure projects, subject to high safety and security requirements.

Assystem mobilizes 8,000 experts in 13 countries and intervenes across the entire project lifecycle, in engineering, project management and digital solutions.

Job Description

Office Manager & Personal Assistant

We are looking for a highly organised, proactive and approachable Office Manager & Personal Assistant to become the central point of support for our Derby office.

This is a varied and rewarding position combining office management, facilities coordination, administration and personal assistant support. You will play an important part in creating an efficient, welcoming and productive workplace, ensuring the smooth day-to-day running of the office while supporting the Business Unit Director, local management and employees.

Office Management and Facilities

• Welcome and assist visitors, creating a professional first impression.
• Oversee the day-to-day operation of the Derby office.
• Coordinate facilities activities and liaise with contractors, suppliers and service providers.
• Manage office supplies, stationery and equipment requirements.
• Coordinate desk allocation, meeting room bookings and the effective use of office space.
• Manage office access passes and visitor arrangements.
• Coordinate IT equipment requirements for new starters and leavers.
• Support office compliance activities, including health, safety and security requirements.
• Act as the Office Fire Marshal, First Aider and Responsible Health and Safety Officer. Training can be provided where required.
• Maintain office noticeboards and workplace communications.

Personal Assistant and Administrative Support

• Manage diaries and meeting schedules for the Business Unit Director.
• Monitor correspondence and support administrative follow-up where required.
• Prepare meeting packs, presentations and other business documents.
• Organise meetings, take minutes where required and monitor actions through to completion.
• Act as a key point of contact for internal and external stakeholders.
• Handle confidential and sensitive information professionally and discreetly.
• Coordinate meeting rooms, catering and hospitality requirements.
• Arrange travel and accommodation where required.

People and Culture Support

• Support the onboarding of new employees and contractors.
• Coordinate Day One inductions and office orientation activities.
• Organise employee meetings, engagement activities and social events.
• Prepare and distribute office updates and communications.
• Maintain organisational charts and relevant office records.
• Identify opportunities to improve office administration and working practices.

Qualifications

Qualifications

Essential Skills and Experience

• Previous experience in an Office Manager, Personal Assistant, Facilities Coordinator or Business Support position.
• Excellent organisational and time-management skills.
• The ability to manage multiple priorities and work independently.
• Strong written and verbal communication skills.
• Confidence when working with employees, visitors, senior stakeholders and external suppliers.
• Excellent attention to detail and a high level of administrative accuracy.
• Strong Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.
• A proactive, flexible and solutions-focused approach.
• The ability to handle confidential information with discretion.

Desirable Skills and Experience

• A qualification in Business Administration, Office Management or a related discipline.
• Previous experience or training in First Aid, fire safety or workplace health and safety.

Additional Information

Why Join the Switchers Community?

• A dynamic career management policy that enables employees to progress across our five business lines: operations, project, technical, sales and support functions.
• Opportunities to contribute to exciting projects with an international organisation.
• Access to an Employee Assistance Programme offering mindfulness, health and wellbeing resources, together with a confidential support line available 24 hours a day, seven days a week.
• Employee discount vouchers for days out and restaurants.
• Eye-care vouchers, a cycle-to-work scheme and free flu vaccinations.
• Enhanced sick pay.
• A collaborative and supportive workplace where your contribution can make a meaningful difference.

Whilst we encourage applications from all nationalities, roles within Assystem UK may be subject to security and export control restrictions due to the nature of the work undertaken.

These restrictions mean that factors including your nationality, any previous nationalities you have held and your place of birth may limit the roles you are eligible to perform for the organisatio

We are committed to equal treatment of candidates and promote, as well as foster all forms of diversity within our company. We believe that bringing together people with different backgrounds and perspectives is essential for creating innovative and impactful solutions. Skills, talent, and our people’s ability to dare are the only things that matter !. Bring your unique contributions and help us shape the future.