Team Assistant & Office Manager

Job location
London
Job type
Permanent - Full-Time
Salary
up to £25k
Reference
9502
Job description


Team Assistant & Office Manager Job Description


Objectives

To assist the MD and Director with the day to day management of their clients, candidates and the running of the business.


Skills & Capabilities

The individual is expected to demonstrate the following when working with clients and candidates:

  • Absolute focus on client service
  • Demonstrate a high standard of oral and written communication
  • High standard of IT literacy (MS Office, Word, PowerPoint, Excel and especially LinkedIn)
  • Have the ability to work effectively by prioritising tasks, keeping to deadlines, etc.
  • Exercise judgement, intellectual rigour and clarity of thought
  • Have a strong attention to detail and analytical mind
  • Willingness to challenge the status quo and express own opinion in a structured, balanced manner
  • A strong educational background with good grades is highly desirable


Key Responsibilities

The individual's time will be split between supporting the MD (50%) and Director (30%) and managing the office (20%).

PA Support

Business

  • Complete inbox and diary management. Prioritise emails, create action points and manage calendar
  • Handle calls in an appropriate and professional manner
  • Arrange meetings and lunches with clients and candidates as well as meetings between candidates and clients
  • Be the main point of contact for clients; building relationships with the HR teams / assistants etc. Handle queries when appropriate and escalate upwards when necessary
  • Prepare documents for candidate meetings
  • Edit and proofread internal documents
  • Prepare, edit, proofread and print documents and reports for client meetings
  • Support with searches such as recording information accurately on CRM systems and other internal logs
  • Invoice clients

Personal

  • Booking restaurants, travel, medical appointments and going through the necessary insurance
  • Support with administration work for affiliated charities
  • Ad hoc errands (e.g. help with family birthday presents, holiday planning)
  • Managing personal bills

Office Management

  • Responsible for the general upkeep of the office (e.g. fruit / plants) and to ensure it is an enjoyable place to work
  • Meet and greet guests
  • Book and prepare meeting rooms
  • Manage the company's soft and hard filing systems
  • Keep company templates up to date and take ownership for the creation of new templates
  • Process Consultants' monthly expenses and monthly accounts
  • Manage and train interns / juniors
  • Maintain the company's online presence and ensure the website is kept up to date
  • Manage relationships and be the point of contact for external providers e.g. accountants and other contract providers
  • Handle stationery orders
  • Ensure the office's software and hardware is kept up to date and handle any issues
  • Oversee the process for new joiners e.g. make sure their workstations are set up and create a new joiners pack
  • Train new joiners
  • Manage the office rental contracts and office move
  • Ad-hoc operational projects as and when they arrive

Important note: This job description articulates the general and specific expectations and accountabilities of the Team Assistant & Office Manager role. It is designed to help guide the priorities of the employee and expectations regarding performance. The scope of the role may change as determined by the needs of the Firm

RMS Recruitment is a PA & Secretarial Recruitment agency based in London. If you are interested in this Team Assistant & Office Manager role then please do not hesitate to apply.

Date Posted: 01/07/2020