Executive & Personal Assistant & Office Manager

Job Description:

Executive Assistant, Personal Assistant, Office Manager

Pay: £30,000.00-£40,000.00 per year

Location: Harrow

Hours: 8:30am to 6:00pm, Monday to Friday, plus emergency support

Job description

Company Profile

At Kings Oak Capital, we believe in fostering creative minds. Our purpose is to push boundaries and unlock new possibilities, enabling individuals to maximize their potential. This belief has guided us since our inception. As a values-driven organization, we are dedicated to operating ethically and sustainably while promoting a collaborative environment that empowers people from diverse backgrounds to thrive.

Job Purpose

We are seeking a dynamic and organized Executive Assistant and Office Manager to support our Chief Executive Officer (CEO). In this pivotal role, you will ensure the smooth and efficient operation of the office while managing administrative tasks and supporting high-level strategic initiatives.

This is a permanent, full-time position based in our Harrow office (5 days per week) from 8:30am to 6:00pm, and includes ad-hoc work evenings/weekends.

Job Summary

This is a high-responsibility, multi-faceted role that requires exceptional organizational skills, problem-solving abilities, and adaptability. As the key operational backbone of the company, this position demands expertise in Office Management, Executive Assistance, Personal Assistance, Project Coordination, and Human Resources. The individual in this role is responsible for ensuring seamless daily operations, efficient executive support, meticulous project tracking, and strategic HR oversight.

A sizable portion of this role is dedicated to Personal Assistance, requiring hands-on involvement in managing the CEO’s personal and professional affairs, including scheduling, household management, travel coordination, and financial administration. This is an around-the-clock responsibility, and the perfect candidate will be available for ad-hoc request 24/7. Beyond this, the role extends into managing company-wide policies, overseeing HR functions, maintaining office efficiency, executing high-level projects, and ensuring compliance across various domains.

The scope of responsibilities is vast, covering everything from board-level support, legal and financial coordination, vendor and staff oversight, IT management, compliance enforcement, and executive decision-making assistance. This role is integral to the company’s operational success, requiring someone who can preempt challenges, drive efficiency, and ensure that both business and personal matters run flawlessly.

Key Responsibilities

Office Manager:

• Work with the relevant team on all the office maintenance, management, and efficient running. This will include ordering regular supplies such as water, drinks and food and ensuring the office stationery as well as other items are in stock. As well as any office administration and management that needs to be done.
• Meet and greet all visitors, extend hospitality, and make them comfortable
• Ensure the office and meeting room is always ready and presentable
• Answer the office phone within three rings
• Maintain a filing system on the One Drive Server for all items/areas of work.
• Look after the management of the phone system and deal with the Communications Provider.
• Take responsibility for all IT office related issues.
• Ensure a clear desk office policy for all staff
• Manage incoming and outgoing mail with date stamping and scanning into the OneDrive system
• Ensure weekly reports are received and distributed to the board at the required and set times. This involves creating spreadsheets, extracting reports from Asana and chasing up task holders
• Ensure office policies are always adhered to
• Oversea the health, safety and compliance policies of the company and ensure health and safety is always adhered to
• Book in all maintenance and ensure fire safety and plans are up to date.
• Solely responsible for the scheduling of all maintenance

Executive Assistant:

• Management of directors’ diaries.
• Help other members of the board with ad hoc admin tasks and appointments scheduling.
• Managing all vehicle insurance (MOTs / insurance / services / road tax etc.)
• Take accurate and well-presented minutes in various meetings
• Attend all senior meetings and Board meetings
• Preparing agendas, meeting minutes, and follow-up action points
• Coordinating i…