Personal Assistant and Office Manager

ST James Facilities; City Of London; On-site; GBP 35,000 - 48,000; Full time

Job summary

ST James Facilities is seeking a capable PA/Office Manager for Head Office to streamline day-to-day operations and support senior leadership. You will handle complex diary management, meeting coordination, minute-taking, and travel arrangements while helping to create a professional, productive office environment.

The role requires proactive administration, relationship-building across all levels, and a commitment to ISO standards.

Qualifications

• Excellent organisational skills and ability to juggle multiple priorities.
• Experience with diary management for senior leaders.
• Discretion and professionalism handling confidential matters.
• Strong MS Office skills and proficient administrative support.

Responsibilities

• Manage all incoming and outgoing deliveries and mail for the office.
• Procure and manage stationery and office supplies to prevent stockouts.
• Maintain equipment lists for staff (phones, laptops, etc.).
• Coordinate with cleaning staff, IT, and contractors.
• Complex diary management for MD and Operations Director.
• Meet visitors and connect them with relevant colleagues.
• Manage and coordinate meeting rooms.
• Minuting meetings and sharing updates with staff.
• Coordinate travel and detailed itineraries.
• Handle monthly expenses and ad hoc admin tasks.
• Provide high-level admin support to senior leadership, including exec packs.
• Anticipate leaders' needs and manage priorities efficiently.
• Support SMT and Business Review meetings, including PP slide preparation.
• Assist events planner with company events (breakfasts, lunches, parties).
• Maintain good relationships with colleagues, clients, and suppliers.
• Carry out other duties to support business operations.
• Adhere to St James policies and ISO 9001/14001.

Skills

Office management

Diary management

Executive support

Relationship building

MS Office

Tools

Microsoft Office

Job description

Overall Purpose

This role as a PA/Office Manager at Head Office is all about keeping things running smoothly. You'll manage day-to-day office operations and provide support, ensuring everything is organised and efficient. It's an excellent opportunity for someone who enjoys balancing executive support with overseeing the smooth day-to-day running of an office. who can become a trusted extension of the business while helping to drive a positive, professional and engaging office environment.

Role and Responsibilities

• Manage all incoming and outgoing deliveries and mail for the office
• Procure and manage stationery, refreshments, office supplies. Ensure items do not run out
• Maintain list of office equipment for each person, this includes items such as mobile phone, laptop etc
• Maintain a record of all annual leave for the office
• Coordinate with cleaning staff, IT support, building and property contractors
• Complex diary management for MD and Operations Director
• Meet visitors and connect them with relevant colleagues.
• Manage and co-ordinate meeting room
• Minuting any meetings and advising in-house staff of relevant updates.
• Travel coordination and detailed itinerary planning.
• Monthly expenses and ad hoc administrative support.
• Help create a fun, engaging, and productive office environment where employees can do their best work.
• Provide high-level administrative support to senior leadership, including complex diary management, meeting coordination, minute-taking, action tracking, and the preparation of Executive packs.
• Anticipate the needs of senior leaders and proactively provide support, ensuring priorities are managed efficiently.
• Scheduling, attending, taking minutes and actions at monthly SMT and Business Review Meetings. Updating any actions and collating the PP slides as and when required
• Support with printing, organising and arranging documentation and presentations as and when needed
• Assist the events planner with company events, breakfast/lunch meetings, annual Christmas and Summer Parties etc
• To maintain and build good working relationships with colleagues, clients as well as St James suppliers
• Carry out any other responsibilities that may be assigned as appropriate to help the business’s smooth running.
• Adhering to St James policies and procedures
• Work within the framework ISO 9001 and 14001
• Any other duties as deemed necessary to support the client, customer, colleagues and St James.

Knowledge and Skills

• Strong attention to detail with the ability to manage multiple priorities and stay organised under pressure
• Someone who is confident, approachable, and comfortable building relationships across all levels of the business.
• Proactive, resourceful and confident working independently.
• Comfortable managing changing priorities and taking initiative with minimal supervision.
• Handling confidential matters with discretion and professionalism
• Strong Microsoft Office skills.