Executive Assistant / Personal Assistant / Office Manager

KINGS OAK CAPITAL

Executive Assistant / Personal Assistant / Office Manager

Location: Harrow-on-the-Hill
Salary: Up £40,000 (depending on experience)
Working Hours: Monday to Friday, 8:30am–6:00pm
Working Arrangement: Fully office-based, 5 days per week
Employment Type: Permanent, Full-Time
Additional Requirement: Occasional out-of-hours support may be required

About Kings Oak Capital

At Kings Oak Capital, we believe in fostering creative minds and creating opportunities for people to maximise their potential.

We are a growing, values-driven organisation committed to operating ethically and sustainably while creating a collaborative and professional working environment.

We are looking for a highly organised, proactive and experienced Executive Assistant / Personal Assistant / Office Manager to provide comprehensive support to the CEO and senior leadership team while ensuring the smooth and efficient running of the office.

About the Role

This is a varied, high-responsibility position combining:

• Executive Assistance
• Personal Assistance
• Office Management
• Project Coordination
• HR Administration
• Board and Senior Management Support

The successful candidate will be a key point of coordination across the business. You will need to be highly organised, discreet and proactive, with the ability to anticipate requirements, manage competing priorities and ensure that actions and deadlines are followed through.

The balance of responsibilities will vary depending on business and executive priorities, so this role would suit someone who enjoys a varied and fast-paced working environment.

Key Responsibilities

Executive Assistance

• Manage the CEO’s and senior management’s diaries and appointments.
• Coordinate internal and external meetings.
• Prepare agendas, meeting papers and supporting documentation.
• Attend Board and senior management meetings.
• Take accurate and professional meeting minutes.
• Circulate minutes, decisions and action points.
• Monitor and follow up outstanding actions.
• Prepare correspondence, reports, presentations and spreadsheets.
• Manage confidential information with a high level of discretion.
• Assist Directors with administrative requirements.
• Support expense, invoice and budget administration.

Personal Assistance

• Manage personal and family diaries, appointments and commitments.
• Arrange travel, accommodation and detailed itineraries.
• Organise holidays, restaurants, activities and personal engagements.
• Coordinate travel documentation, visas and passports where required.
• Manage insurance claims, refunds and returns.
• Arrange vehicle servicing, insurance renewals and registrations.
• Coordinate household staff, suppliers, contractors and maintenance.
• Maintain and monitor household-related tasks.
• Research and arrange activities and experiences for the CEO’s family.
• Manage subscriptions, memberships and renewals.
• Assist with personal and household purchases and administration.
• Liaise with professional advisers where required.
• Provide discreet and confidential personal support.

Office Management

• Manage the smooth day-to-day operation of the office.
• Manage office supplies, stationery, refreshments and general requirements.
• Ensure the office and meeting rooms remain professional and presentable.
• Meet and greet visitors.
• Manage incoming and outgoing post.
• Maintain electronic filing systems.
• Coordinate office maintenance, repairs and contractors.
• Manage office telephone and communications systems.
• Coordinate office IT requirements with external IT support.
• Support health and safety and fire safety requirements.
• Maintain office records and documentation.
• Coordinate servicing and maintenance.
• Prepare and circulate relevant management reports.

Project Coordination

• Coordinate projects assigned by the CEO and Board.
• Record, assign and follow up actions.
• Manage project management systems, including Asana.
• Ensure tasks have clear owners and deadlines.
• Monitor project progress and identify delays.
• Follow up with team members to ensure deadlines are met.
• Escalate overdue or high-priority actions where appropriate.
• Prepare project updates and reports.
• Maintain accurate project records.

HR Administration

• Support HR administration systems and processes.
• Coordinate new starter onboarding and leaver processes.
• Prepare employment contracts …