Personal Assistant & Office Manager

Ballymore Group; Greater London; Hybrid; GBP 38,000 - 48,000; Full time

Job summary

Ballymore Group in London’s Canary Wharf site is seeking a proactive Personal Assistant & Office Manager to support the People Director, Director of Business Operations and Director of Property & Asset Management. This permanent role is 40 hours per week, Monday to Friday, with on-site responsibilities across the 3rd floor office and facilities management.

You will manage diaries, emails, meetings, and events, govern vendor contracts, and uphold an environmentally friendly, safe, and efficient

Qualifications

• Hands-on PA/Office Manager with initiative
• Experience drafting/editing Board papers and documents
• Experience producing minutes and agendas
• Excellent organisational, management, presentation and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Responsibilities

• Support the People Director, Director of Business Operations and Director of Property & Asset Management.
• Act as line manager's contact with internal and external stakeholders.
• Manage 3rd floor meeting rooms and general office environment.
• Oversee vendor relationships for cost-effective contracts and service agreements.
• Champion an environmentally friendly office and reduce carbon footprint.
• Act as Fire Marshal and First Aider; ensure H&S and Fire compliance and records.
• Diary management, email monitoring and screening inquiries.
• Organise meetings and events; maintain filing systems.
• Ad-hoc admin support to wider Head Office teams.

Skills

Hands-on Personal Assistant and Office

Board papers & minutes

Excellent organisational & comms

MS Office proficiency

Tools

Microsoft Office Suite

Job description

Personal Assistant & Office Manager - Permanent, Canary Wharf

Hours: 40 per week, Monday to Friday

Duties & Responsibilities

• To support the People Director, Director of Business Operations and Director of Property & Asset Management.
• Reporting into the Executive Assistant and acting as the line manager's first point of contact with people from both inside and outside the organisation.
• Overall management of 3rd floor meeting rooms and general office environment
• Management of BAML Head Office vendor relationships ensuring the most cost-effective contracts are in place, and service agreements are adhered to
• Champion an environmentally friendly office, reducing the company’s carbon footprint
• Providing a safe and pleasant user-friendly (and sustainable) office environment. Act as Fire Marshall and First Aider for the 3rd floor, pro-actively ensuring that the company complies with H&S and Fire legislation, ensuring all required assessments, monitoring and remedial action and records are undertaken

Administration for the People Director, Director of Business Operations and Director of Property & Asset Management:

• Diary management
• Email monitoring and taking action as necessary
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Organising meetings and events
• General administrational duties such as maintaining efficient electronic and paper filing systems, drafting minutes & typing agendas, post (incoming/outgoing), photocopying, and any other ad-hoc tasks

Personal Responsibilities

• Take responsibility for the implementation of initiatives within own sphere of duties
• To prioritise and organise own workload to be able to deliver against deadlines
• Organise staff engagement activities including social evenings and breakfast talks
• Ensuring coordination and support with staff inductions and onboarding
• Organising the office layout, maintaining the office condition and regular maintenance and repair of office equipment, as required
• Checking inventory on regular basis and ordering office supplies (stationery, refreshments)
• Project managing events such as Team Awaydays, hosted meetings, offsite meetings and conferences, and staff parties
• Ad-hoc support to the wider BAML Head office teams

Skills, Experience & Qualifications

• Experienced 'hands on' Personal Assistant and Office Manager who can work on their own initiative and effectively with a wide range of colleagues, associates and contractors
• Experience in the preparation and editing of Board papers and associated documents
• Experience of producing effective minutes / agendas
• Excellent organisational, management, presentation, communication, multi-tasking and interpersonal skills are essential
• Be fully proficient in all Microsoft Office programs (including Word, Excel, Powerpoint & Outlook)
• Able to prioritise a busy workload whilst maintaining attention to detail
• Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems

Ballymore operates as an equal opportunities employer.