Office and Personal Assistant

London, United Kingdom

Role

This is an exciting new role to support our upcoming office move and set up of our wonderful new offices whilst fulfilling personal assistant responsibilities to the Board of Directors (CEO, Finance Director and Head of Operations) and Company Secretary (‘ExCo’). You will provide front of house operations, ensure the smooth and efficient running of the office and supporting the leadership team with administrative tasks. You will have responsibility for organising events/conferences, ensuring the health, safety of employees/visitors and some diary/calendar management. You will drive company culture, social events and manage budgets accordingly all with the support of an experienced People & Culture Manager. This is an entry-level, office-based role in London. You may also be required to travel to our other UK offices from time to time.

Responsibilities

■ Reporting to the People and Culture Manager

■ Liaising with internal/external board members to arrange board/committee meetings

■ Diary management and prioritisation for ExCo; liaising with both internal/external clients to arrange both virtual and face to face meetings

■ Filtering through all phone calls, mail & emails for CEO and directing appropriately

■ Booking breakfasts/lunches/dinners on behalf of ExCo

■ Registering ExCo members for conferences and booking international travel when required (flights, hotels & taxis)

■ Liaising with PR agency and Marketing department to arrange interviews, podcast recordings & ensuring CEO is prepared for conferences and speaking opportunities

■ Managing ad hoc administrative tasks such as expenses submissions

■ Take full ownership of the London office, ensuring office / facilities management duties are fulfilled pro-actively and efficiently to enable the smooth-running of the office on a day-to-day basis. This will include being the primary point of contact for resolution of office queries/concerns/issues

■ Managing office passes for starters and leavers

■ Managing the relationship with the building service company regarding maintenance and repair, ensuring that they are compliant with their SLA

■ Ensure that client facing meeting rooms and all office l areas are presentable and fully stocked

■ Manage the meeting room calendar and access to the meeting rooms

■ Manage office & kitchen supplies inventory and place orders as necessary whilst managing the allocated budget

■ Maintaining records of IT equipment and liaising with IT team to ensure accurate record-keeping/logs

■ Perform receptionist duties: greet visitors, answer incoming phone calls and manage all incoming post and deliveries

■ Screen calls, enquiries and requests appropriately

■ Support the People and Culture Manager in organising company events and arranging company initiatives.

■ Promote positive company culture and employee wellness

■ Arranging deliveries, book couriers and CPD and other courses for the entire practice

■ Deliver health, safety, security & compliance activities, liaising with building service company, suppliers and internal stakeholders

■ Liaising with recruiters to arrange interviews with relevant IFX personnel

■ Organising catering, drafting itineraries, organising car parking/accommodation as required

■ On occasion, attending, recording and distributing minutes for meetings

■ Execute other ad hoc duties as directed by the senior leaders

COMPETENCIES & EXPERIENCE:

■ This is an entry level role but previous Admin Assistant / Office administration / EA experience is desirable

■ Ideally the candidate will have relevant qualifications at A-Level or higher education

■ Ideally experience gained from a professional services environment and/or in planning events

■ Ability to offer client facing services to a high standard

■ The candidate must be highly skilled on all MS Office applications, have strong attention to detail, logical thinker and good at problem solving

■ Excellent organisation skills with ability to balance conflicting short-term demands and longer-term priorities

■ High degree of professionalism to handle sensitive and confidential information with absolute discretion and adherence to confidentiality

■ Ability to be flexible to meet the demands of the work

■ Energetic, enthusiastic and driven

■ Self-sufficient and diligent – can make and deliver on your own work plans

■ Excellent written communication and verbal presentation skills. Confident dealing with C-level executives, clients, suppliers and internal stakeholders

■ A collaborative approach to working with others and committed to an inclusive environment