"I have known RMS pretty much from the start and you are the only agency that I have fond memories of dealing with. You have maintained the personal touch despite growing in size and it makes all the difference. I wish you well for the next six years - and the next!!"

Candidate placed at Private Investment Company

EA & Office Manager

Job location
Job type
Permanent - Full-Time
up to £45k
Job description

Meaty EA & Office Manager role for a boutique private equity firm based in Mayfair. They are an international firm with a great team of 12 in London. Salary £40K - £45K! Ideally looking for someone ASAP.

As well as the office management this role will be supporting the Managing Partner. He is pretty self-sufficient but you are responsible for diary management, travel and expenses. He has a great working relationship with his current EA because he likes someone who can work independently and use their initiative.

Role: EA & Office Manager

Salary: £40k - £45k candidate dependent

Benefits: private healthcare, free lunch every day, pension, 23 days holiday

Hours: 8.30am - 6pm

Location: Mayfair

Start date: ASAP but will wait a notice

EA & Office Manager Job Description

Office Management

  • Act as main point of contact for both internal queries and third party contractors Answer phones and ensure coverage in absence
  • Dealing with any ad hoc requests e.g. scanning, photocopying, filing, personal matters etc.
  • Welcome visitors and provide general support as needed; i.e. offering drinks, WiFi access, etc.
  • Maintain the condition of the office and arrange for necessary repairs
  • Manage the boardroom and conference call schedule
  • Maintain the office kitchen and stationery supplies
  • Organise office events e.g. Holiday Party
  • Manage the conference schedule, ensuring the latest agendas have been circulated to the team
  • Process monthly expenses for the wider office
  • Arrange office lunches
  • Clear up after meetings as necessary
  • Troubleshoot any IT / phone issues with help of IT support, when necessary
  • Book travel and hotels for the wider office
  • Maintain office efficiency by preserving appearance of common areas, organising procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
  • Provide direct administrative support as needed, including scheduling appointments, meetings, events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
  • Oversee and maintain office equipment for uninterrupted function, identify and fulfil office supply needs, maintain and manage vendors, and coordinate food delivery as needed

EA to Managing Partner

  • Extensive diary and calendar management across different time zones
  • Coordination and booking of all travel including flights, hotels, visas, ground transportation
  • Ad-hoc personal work

Accounts Payable

  • Manage online filing systems
  • Invoice logging and inbox management
  • Fund payments processing
  • RPA calculating and processing
  • Liaising with companies over any disputes
  • Processing monthly corporate credit card statements

EA & Office Manager Skills & Qualifications

  • Team player; Must possess an extremely positive attitude
  • Possesses ability to set priorities in planning work and meeting strict deadlines despite constant interruptions
  • Must be able to respond to variable workflow and maintain composure in a high-pressured environment
  • Experience working in a corporate environment as well as assisting with travel and expenses
  • Capable of maintaining confidentiality - Ensure security, integrity and confidentiality of data
  • Excellent written and verbal communication skills
  • Regular, reliable attendance and punctuality. Flexibility to come in early or stay late on short notice
  • Must have extreme attention to detail and outstanding organisational and people skills
  • Proactively seeks and identifies additional projects
  • Accepts constructive feedback, learns from mistakes
  • Accepts the mundane tasks - no task is too big or too small attitude
  • Demonstrates proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook)
  • 3 + years of relevant experience - can be flexible on this for the right candidate with a good business acumen and skill set
  • Bachelor's Degree preferred

This EA & Office Manager role sounds like a great, varied opportunity for the right candidate. If this is something you would be interested in please apply.

RMS Recruitment is a boutique recruitment agency specialising in PA and Secretarial Recruitment in the heart of Mayfair.

Date Posted: 15/05/2019