Office Manager & Personal Assistant

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

Job summary

An established industry player is seeking an Office Manager and Personal Assistant to enhance operational efficiency within their mobility team. This role is pivotal in managing executive schedules, coordinating travel, and organizing events, while also overseeing a team of administrative professionals. The ideal candidate will demonstrate exceptional organizational and communication skills, with a strong focus on confidentiality and detail. Join a forward-thinking company that values diversity and promotes a growth mindset, offering a competitive salary and flexible benefits tailored to your needs.

Benefits

Flexible Benefits

Holiday Allowance

Pension Plan

Qualifications

• Experience in multi-site organizations with multiple stakeholders.
• Significant PA and administrative support experience at director level.

Responsibilities

• Scheduling and coordinating meetings and travel arrangements.
• Managing Document Controllers and Administrative staff.

Skills

Organizational Skills

Communication Skills

Confidential Information Handling

Time Management

Attention to Detail

Education

MS Office Training

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 & Management Assistance to an executive within our Customer Service management team. The role involves serving as a key point of contact in face-to-face meetings and via telephone with internal and external customers. Additionally, you will support the wider departmental team to enhance overall efficiency and success.

You’ll make a difference by…

As a Personal Assistant

• Scheduling appointments and meetings, ensuring the calendar is maintained and priorities are aligned with the director.
• Coordinating travel arrangements, processing and reconciling travel and expense reports promptly.
• Organizing conferences or events independently or as part of a team, liaising with corporate communications and public relations teams, and managing resource requirements.
• Preparing correspondence, reports, presentations, statistical charts, and briefings, including data collection across the Customer Service business.
• Managing meeting actions for Customer Service management meetings and strategy sessions.
• Supporting the delivery of written proposals, reviewing documents, and consolidating them into professionally formatted presentations.
• Assisting local line management with people management processes such as onboarding, organization charts, HR support, approvals, and PMP.
• Liaising with senior members of customer, supplier, and business partner organizations to build strong professional relationships and facilitate mutual cooperation.

As an Office Manager

• Managing Document Controllers, Project Administrators, Receptionists, and Administrative staff, ensuring efficient deployment and work quality, including periodic quality checks.
• Handling recruitment, setting targets, and conducting appraisals for direct reports.
• Creating office-wide safety tour rosters, liaising with EHS managers, and reporting safety findings.
• Ensuring the office meets legal and audit requirements by liaising with Siemens Real Estate and contractors, managing building repairs, and health & safety issues.
• Maintaining technical documentation for compliance and audit purposes, managing business continuity plans, and resolving corrective actions.
• Participating in landlord and managing agent meetings, managing service charges, and coordinating building repairs and safety measures.
• Organizing fire drills, liaising with fire officers, and acting as a Chief Fire Warden.
• Managing out-of-hours maintenance, PAT testing, and maintaining records for audits.
• Serving as the main point of contact for office inquiries, guidance, and conflict resolution.
• Supporting regional record retention, file security, and data disposal processes.

The role may require mobility to support activities, reviews, and events across various UK sites.

Your success will be grounded by…

Essential:

• Experience working in a multi-site matrix organization with multiple stakeholders.
• Significant experience providing PA and administrative support at a director level.
• Excellent organizational skills, prioritization, and ability to work independently.
• Strong communication and front-of-house skills.
• Advanced proficiency in at least two office applications (Word, Excel, PowerPoint, Outlook, Project, Visio).
• High attention to detail and presentation skills.
• Focus on business results and teamwork to meet deadlines.
• Experience handling confidential information and understanding data protection principles.

Preferred:

• Knowledge of Siemens tools, policies, and processes.
• Understanding of German language.
• Word processing and MS Office training or qualifications.
• Experience in event, conference management, or hospitality.

You’ll benefit from…

Our compensation package includes a competitive salary, holiday allowance, and pension. We offer flexible benefits to tailor your package to your needs.

Create a better #TomorrowWithUs! We value diversity and are committed to equitable opportunities. Bring your authentic self and help us build a better future.

At Siemens, we promote a growth mindset—believing in learning, growth, and adaptability. If you don’t meet all criteria but have transferable skills, we encourage you to apply.