Office Manager & Personal Assistant

Assystem GmbH; East Midlands; On-site; GBP 28,000 - 34,000; Full time

Benefits offered by this job

Eye-care vouchers

Cycle-to-work scheme

Free flu vaccinations

Enhanced sick pay

Employee Assistance Programme

Discretionary discounts for staff

Job summary

Assystem Derby is seeking a highly organised Office Manager & Personal Assistant to support the Derby office and the Business Unit Director. You will oversee day-to-day operations, coordinate facilities, manage schedules and travel, and act as a professional first point of contact for visitors and stakeholders.

This role blends office administration with executive support, requiring meticulous organisation, discretion with confidential information, and proactive problem solving.

Qualifications

• Previous experience in an Office Manager, Personal Assistant, Facilities Coordinator or Business Support position.
• Excellent organisational and time-management skills.
• Strong written and verbal communication and attention to detail.

Responsibilities

• Welcome visitors and manage day-to-day office operations.
• Coordinate facilities with contractors and suppliers.
• Manage diaries, meetings and travel arrangements.
• Support onboarding and day-one inductions.
• Act as Fire Marshal, First Aider and Health & Safety Officer (training provided).

Skills

Organisation

Time management

Communication

Stakeholder management

MS Office

Discretion

Education

Business Administration qualification

Tools

MS Office suite (Outlook, Word, Excel, PowerPoint, Teams)

Job description

DefencePermanent / Support FunctionsDerbyUnited Kingdom12/09/26On siteAbout AssystemToday, 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 DescriptionOffice Manager & Personal AssistantLocation: DerbyEmployment type: Full-timeYour Future TeamWe 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.Your MissionsOffice Management and FacilitiesWelcome 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 SupportManage 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 SupportSupport 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.My profile QualificationsEssential Skills and ExperiencePrevious 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 ExperienceA qualification in Business Administration, Office Management or a related discipline.Previous experience or training in First Aid, fire safety or workplace health and safety.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.Additional InformationWhilst 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 organisatioNOTICE TO CANDIDATES ON RECRUITMENT FRAUD – We are committed to safeguarding candidates from fraudulent activity associated with our recruitment process. Please note that we will never offer specialist CV writing services, request payment or ask for sensitive personal information during the recruitment process.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.