Posted on July 8, 2024
Personal Assistant to Co-founders & Office Manager London £50000 - £60000 per year Permanent

Emma Hulbert

Senior Principal Consultant

A fantastic opportunity has arisen for an experienced Personal Assistant & Office Manager to join a newly established investment management business based in London (near Bond Street) set up by a successful family.

This business is poised for growth and is seeking a dedicated and versatile Personal Assistant to support the Co-Founders and manage office operations. This is a brand new role and an exciting opportunity to join a small team in the early stages and grow with the company.

Key Responsibilities:

Personal Assistant to Co-founders:

Diary Management: Organise and manage the Co-founders diaries, scheduling appointments and meetings, and providing timely reminders.

Communication: Screen incoming calls, emails, and post, and follow up as necessary.

Travel Coordination: Arrange all company travel and accommodation. This includes booking travel visas where appropriate.

Meeting Preparation: Set up meeting rooms, order refreshments, and circulate board packs to Board Members promptly prior to meetings.

Document Management: Proofread documents, highlight key points requiring the Co-Founders’ attention, and ensure timely circulation and filing of important documents.

General Administration: Provide administrative support to the Co-founders and other team members as required, including organising expense claims and ad hoc private/personal support when needed.

Office Manager:

Office Operations: Ensure the smooth running of the office, including inventory and supplies management.

Vendor Liaison: Negotiate and set up corporate rates with travel and accommodation providers, liaise with landlords on office repairs and manage office contractors and suppliers.

Financial Administration: Authorise invoices for payment and reconcile credit card statements monthly.

Insurance and Property Management: Organise annual insurance for buildings, health, travel etc.

Professional Image: Promote a professional image of the company and ensure all matters are handled confidentially.

Person Specification:

Experience: Previous experience as a PA supporting at a senior/CEO level, with additional office management responsibilities.

Skills: Proficient in Microsoft Office packages (Word, Outlook, PowerPoint, Excel).

Attributes: Proactive, flexible, and adaptable, with excellent verbal and written communication skills. Capable of multitasking in a fast-paced environment and maintaining a professional demeanour.

Team Player: Able to work collaboratively within a small team and willing to take on a variety of tasks to support the company’s growth.

Discretion: Ability to handle sensitive information with the utmost confidentiality.

Salary is up to £60,000 per annum (DOE) plus benefits and bonus.

This is a brilliant opportunity to work as part of a small team where you will be looked after and able grow with the company.

Lily Shippen’s business support team are experts in recruiting top secretarial, office administration and business support talent, including Personal Assistants, Executive Assistants, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the United Kingdom, from our offices in London and Manchester, as well as servicing international and remote roles.