PA / Office Manager

Bain and Gray; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Equal opportunities employer

Job summary

Bain and Gray, based in London’s Kings Cross/Camden area, seeks a confident Personal Assistant to support the CEO in a busy, family-run agency. This role is ideal for someone who enjoys variety and is happy to roll up their sleeves in a dynamic environment.

You will manage diaries, arrange travel, process expenses in Xero, coordinate senior leaders, and oversee routine office tasks with budget awareness. A great opportunity to develop strong support skills.

Qualifications

• Ability to anticipate needs and prioritise effectively.
• Comfortable supporting senior executives and managing office operations.
• Organised and budget-conscious with attention to detail.

Responsibilities

• Manage the CEO's diary, meetings and appointments; resolve scheduling conflicts.
• Arrange business and personal travel, including flights and accommodation; detailed itineraries.
• Process expenses and maintain financial records in Xero; ensure receipts are submitted.

Skills

Diary management

Priority setting

Budget awareness

Travel arrangements

Communication

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 Sainsbury's 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.