Personal Assistant and Office Manager

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.
  

Disclaimer:

Thank you for your interest in this vacancy. We appreciate the time and effort you have spent submitting your application. Due to a high volume of applicants, if you do not hear from us within 15 days, please assume you have been unsuccessful at this time. Please note, we are unable to provide individual feedback, but please feel free to reach out to us at recruitment@stjamesfacilities.com should you have any further queries or to hear about alternative opportunities.