Office Manager & Personal Assistant

Siemens; Goole; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager & Personal Assistant to join their mobility team in Goole. This exciting role involves providing comprehensive support to an executive, managing office operations, and enhancing departmental efficiency. You will be responsible for scheduling, coordinating travel, and organizing events while liaising with various stakeholders. The ideal candidate will possess exceptional organizational skills, advanced proficiency in MS Office, and a keen attention to detail. Join a dynamic team and contribute to the success of an innovative company that values flexibility and growth.

Benefits

Competitive Salary

Holiday Allowance

Pension Plan

Flexible Benefits

Qualifications

• Experience in multi-site organizations and supporting directors at an executive level.
• Highly organized with strong prioritization and communication skills.

Responsibilities

• Manage calendars, appointments, and travel arrangements for the executive.
• Oversee office management duties, ensuring compliance and effective resource deployment.

Skills

Organizational Skills

Communication Skills

MS Office Proficiency

Stakeholder Management

Attention to Detail

Confidentiality Handling

Education

Relevant Training or Certifications

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Join to apply for the Office Manager & Personal Assistant role at Siemens.

We have an exciting opportunity to join our Siemens mobility team in Goole as an Office Manager and Personal Assistant. You will provide comprehensive office management and management assistance to an executive within our Customer Service management team. This role involves serving as a key contact for face-to-face meetings and telephone contact with internal and external customers, as well as supporting the wider departmental team to enhance efficiency and success.

Responsibilities include:

1. Scheduling appointments and meetings, managing calendars, and prioritizing with the director.
2. Coordinating travel arrangements and managing travel and expense reports.
3. Organizing conferences or events, liaising with corporate communications and PR teams, and managing resources.
4. Preparing letters, emails, presentations, reports, statistical charts, and briefings, including data collection.
5. Capturing and coordinating meeting actions for customer service management meetings and strategy sessions.
6. Supporting the delivery of written proposals, reviewing documents, and consolidating them into professional formats.
7. Supporting local management with HR processes such as onboarding, organization charts, and approvals.
8. Liaising with senior members of customer, supplier, and partner organizations to build professional relationships.

Office Management duties include:

1. Managing Document Controllers, Project Administrators, Receptionists, and administrative staff, ensuring effective resource deployment.
2. Recruitment, setting targets, and conducting appraisals for direct reports.
3. Organizing safety tours, liaising with EHS managers, and managing safety reports.
4. Ensuring the office meets legal and audit requirements through coordination with Siemens Real Estate and subcontractors.
5. Maintaining technical documentation, legal compliance documents, and business continuity plans.
6. Participating in landlord and managing agent meetings, managing service charge accounts, and coordinating building repairs and safety issues.
7. Organizing fire drills, serving as a Fire Warden, and managing office safety protocols.
8. Managing office equipment testing and records, handling office inquiries, and overseeing records retention and disposal.

This role requires mobility to support activities across various UK sites.

Ideal candidate profile:

• Experience in multi-site organizations and stakeholder management.
• Proven experience supporting directors at an executive level.
• Highly organized with strong prioritization skills.
• Excellent communication and front-of-house skills.
• Advanced proficiency in MS Office applications, including Word, Excel, PowerPoint, Outlook, and others.
• Attention to detail and presentation skills.
• Ability to handle confidential information and understand data protection.

Preferred qualifications:

• Knowledge of Siemens tools, policies, and processes.
• German language skills.
• Relevant training or certifications in MS Office or event management.
• Experience in event/conference management and hospitality.

Benefits:

Competitive salary, holiday allowance, pension, and flexible benefits tailored to your needs.

Additional info:

Level: Mid-Senior; Full-time; Industry: Automation Machinery Manufacturing.