Office Manager and Personal Assistant

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.