Executive Assistant & Office Manager

The position would suit a highly organised and efficient person looking for an opportunity to make an impact in a successful and rapidly expanding firm. At least one year’s experience in a similar role is essential, preferably within a finance company. In this fully office-based role, you will be providing support to the Directors, as well as taking care of the office on a day-to-day basis.

Executive Assistant duties

• Travel arrangements: including booking all flights, hotels, transfers and visas for the directors (worldwide)
• Scheduling diaries: booking all business meetings, lunches and professional appointments for the directors
• Presentations: printing and binding of client presentations and portfolios
• Assisting the HR director with scheduling candidate interviews, onboarding of new employees and visa requirements
• Working with the firm’s accountant: providing them with monthly supplier invoices, overseeing all the directors’ expenses, reconciling transactions using Xero Accounting Software and sending quarterly invoices for reimbursements

Office Management duties

• Liaising with suppliers and contractors (for printers, IT, phones) and ordering supplies and consumables (coffee, sugar), placing stationery orders
• Organising staff events and Christmas functions
• Ad hoc duties: including ordering Christmas cards, business cards, and client gifts
• General admin: including all filing, arranging boardroom reservations, answering and directing all calls, meeting and greeting clients (making teas and coffee), running errands (Post Office), as well as any other miscellaneous tasks

Due to the high-profile nature of our clients, the successful candidates will need to demonstrate discretion, outstanding interpersonal skills, a high level of attention to detail and a pro-active attitude to all their job functions. Must be a team player, enthusiastic and self-motivated.

• Comfortable with Outlook, Excel, PowerPoint, and Word
• Degree-educated preferable, or number of years equivalent experience
• Spoken and written French an advantage but not essential

Start Date: ASAP

Office location: St James’s, London - No WFH

Compensation: Starting from £30,000 (according to experience) + Discretionary year-end bonus + Corporate Pension Scheme