Office Manager & Personal Assistant

ITH Icoserve; England; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dynamic Office Manager and Personal Assistant to join their Siemens mobility team in Goole. This role is pivotal in providing comprehensive office management and executive support, ensuring smooth operations within the Customer Service management team. Responsibilities include scheduling appointments, coordinating travel, and managing office inquiries. The ideal candidate will possess excellent organizational and communication skills, along with advanced proficiency in Office applications. Join a forward-thinking company that values diversity and encourages personal growth while making a significant impact in a collaborative environment.

Benefits

Competitive Salary

Holiday Allowance

Pension

Flexible Benefits

Qualifications

• Experience in a multi-site, stakeholder-rich organization required.
• Proven PA and administrative support experience at a director level.

Responsibilities

• Schedule meetings and manage the director's calendar effectively.
• Organize conferences and events, ensuring resource requirements are met.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Proficiency in Office Applications

Education

Administrative Support Experience

Event Management Experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Project

Microsoft Visio

Job description

We have an exciting opportunity to join our Siemens mobility team in Goole as an Office Manager and Personal Assistant. We are looking for someone to provide comprehensive office management and management assistance to an executive in our Customer Service management team. The role involves serving as a key point of contact during face-to-face meetings and via telephone with internal and external customers. Additionally, you will support the wider departmental team to facilitate overall efficiency and success.

Key Responsibilities

As a Personal Assistant

1. Schedule appointments and meetings, ensuring the calendar is maintained and priorities are aligned with the director.
2. Coordinate travel arrangements and process expense reports promptly.
3. Organize conferences and events, liaising with corporate communications and PR teams, and managing resource requirements.
4. Prepare letters, emails, presentations, reports, and statistical charts, including data collection across the Customer Service business.
5. Manage meeting actions for Customer Service management meetings and strategy sessions.
6. Assist in preparing written proposals, reviewing, and consolidating documents into professional formats.
7. Support local management with onboarding, organization charts, HR support, approvals, and PMP.
8. Build and maintain relationships with senior members of customer, supplier, and business partner organizations.

As an Office Manager

1. Manage Document Controllers, Project Administrators, Receptionists, and other administrative staff, ensuring efficient deployment and quality checks.
2. Handle recruitment, goal setting, and appraisals for direct reports.
3. Organize office safety tours, liaising with EHS managers, and undertake safety reporting.
4. Coordinate with Siemens Real Estate and contractors to meet legal and audit requirements, resolving any issues.
5. Maintain technical documentation and manage compliance and business continuity plans.
6. Participate in landlord and managing agent meetings, managing building repairs, security, and safety issues.
7. Organize fire drills, liaise with fire officers, and serve as a Fire Warden.
8. Oversee office equipment PAT testing and records management.
9. Act as the main point of contact for office inquiries and support regional record retention procedures.

The role may require travel across the UK to support activities, reviews, and events.

Success Criteria

Essential:

• Experience in a multi-site, stakeholder-rich organization.
• Proven PA and administrative support experience at a director level.
• Excellent organizational, communication, and front-of-house skills.
• Advanced proficiency in Office applications (Word, Excel, PowerPoint, Outlook, Project, Visio).
• Attention to detail, presentation skills, and confidentiality awareness.

Preferred:

• Knowledge of Siemens tools, policies, and processes.
• German language skills.
• Training/certifications in MS Office or event management experience.

Benefits

Our package includes a competitive salary, holiday allowance, pension, and flexible benefits tailored to your needs.

Join Us

We celebrate diversity and encourage you to bring your authentic self to create a better tomorrow with us. Siemens promotes a growth mindset, supporting learning and adaptability. If you have transferable skills but do not meet all criteria, we still encourage you to apply.