PA/ Office Manager

Bain and Gray; City Of London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Bain and Gray, a buzzy multimedia agency in London, seeks a confident PA to support the CEO and assist the senior leadership team. This role requires flexibility, discretion and a proactive approach to a wide range of tasks in a fast-paced office environment.

You will manage diaries, coordinate travel and expenses, handle calls, and assist with office operations, supporting growth and efficiency across the business. A collaborative, team-oriented atmosphere with opportunities for progression.

Qualifications

• Dependable and commercially minded with a proactive approach.
• Ability to prioritise effectively and see tasks through to completion.
• Experience supporting senior executives and managing office operations.

Responsibilities

• Manage the CEO's diary, meetings and appointments, prioritising priorities and resolving scheduling conflicts.
• Arrange business and personal travel including flights, accommodation and itineraries.
• Process expenses and maintain accurate financial records with receipts and claims.
• Coordinate personal appointments, restaurant reservations, gifts and ad hoc requests.
• Provide diary support to two senior leadership team members, coordinating meetings with stakeholders.
• Research and book travel for staff travel to company events, including cruises and aviation.
• Compare travel options to balance cost and practicality.
• Upload and process purchase and travel receipts in Xero and allocate to budgets or projects.
• Maintain supporting documentation for purchases and travel bookings.
• Manage incoming calls, message taking and directing inquiries to the right person.
• Coordinate office supplies and routine purchasing with suppliers such as Sainsbury's and Amazon.
• This is an excellent varied role with autonomy and the chance to contribute to smooth business operations.

Skills

Diary management

Travel planning

Expense processing

Office operations

Stakeholder coordination

Budget awareness

Tools

Xero

Job description

My client is a buzzy and successful multimedia agency based in Kings Cross/ Camden area. They are looking for a confident and ambitious candidate to join the team and support the CEO in a PA capacity. This is an office lynchpin position, suited to someone flexible and happy rolling up their sleeves and getting involved with a wide array of tasks. This would be a great position for a second jobber candidate who is eager to hone in on their support skills and progress within a family run and fun environment.

Duties will include:

• Manage the CEO's diary, meetings and appointments, proactively anticipating priorities and resolving scheduling conflicts.
• Arrange business and personal travel, including flights, accommodation, transport and detailed itineraries.
• Process expenses and maintain accurate financial records, ensuring receipts and claims are submitted promptly and confidentially.
• Coordinate personal appointments, restaurant reservations, gifts and other ad hoc requests.
• Provide diary management support to two additional members of the senior leadership team, coordinating meetings with internal and external stakeholders.
• Research and book flights, hotels, rail and ground transport for employees travelling for company events and activities, including Cruise and Aviation.
• Compare travel options to identify cost-effective and practical arrangements, taking account of location, transport requirements and overall journey costs.
• Upload and process purchase and travel receipts through Xero, ensuring expenditure is accurately recorded against the relevant company, publication, project or budget.
• Maintain supporting documentation for purchases and travel bookings.
• Manage incoming calls, take messages and direct enquiries to the appropriate person or department.
• Coordinate office supplies, staff refreshments and routine purchasing through suppliers such as Sainsburys and Amazon.

The ideal candidate:

• You will be dependable, resourceful and commercially minded, with the ability to anticipate needs, prioritise effectively and see tasks through to completion.
• Equally comfortable supporting senior executives and managing the practicalities of office operations
• You will take pride in keeping things organised, running efficiently and within budget.

This is an excellent opportunity for someone who enjoys a varied role, values autonomy and wants to make a tangible contribution to the smooth running of a business.

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy.

Bain and Gray specialise in administration and PA recruitment across London. Roles typically include Receptionists, Team Assistants, EAs, Office Managers and PAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications.