Job Description

A Marketing company based in the heart of London are looking for a PA/Office Manager to join their team. Duties will include 

PA

• Managing CEO’s diary (both business and personal) including arranging meetings, booking the meeting rooms when necessary, ensuring all documents are prepared in advance for meetings, meeting invites and directions are sent to guests and anything scheduled is saved in the diary
• Monitoring CEO’s inbox, alerting him to anything urgent that he needs to respond to, reminding him to respond in time to emails
• Arrange travel and hotels for CEO, as well as other staff when needed
• Create detailed travel itineraries
• Work with CEO to coordinate staff on tasks and projects
• Daily reminder email for CEO at the end of each day - the tasks can be follow ups, creating proposals and deadlines he needs to be aware of - to be collected from various sources (both inboxes, Asana, Whatsapp, etc)
• Ad-hoc personal errands for CEO
• Extensive and efficient email correspondence
• Act as a first point of contact: dealing with correspondence and phone calls
• Management of miscellaneous issues
• Any other duties that may be required, including but not limited to ad-hoc projects and duties, personal support for CEO etc

HR

• Using HR System, monitor staff sickness procedure, update staff annual leave entitlements
• First day of employment documents; scan and upload signed documents to Google Drive, verify ID and take picture for website
• Compile offer letters for new members of staff
• Obtain references for new members of staff
• Arrange induction meetings and new starter packs for new joiners
• Ensure Contracts of Employment are issued to staff following completion of probationary period

Finance

• Sorting CEO’s expenses and credit card reconciliations
• Keep track of finances through reporting and budget management
• Processing of monthly client billing
• Liaise with company accountants to ensure New Starters and Leavers are added and removed from payroll

Admin

• Implement and maintain procedures/administrative systems
• Manage databases and filing systems
• Oversee creation of contracts, client packs and other documents, including their formatting, printing, binding and distribution
• Liaise with staff, contractors, suppliers and clients
• Answer phone calls in timely fashion, taking clear and detailed messages
• Answering all business inquiries such as sales, job seekers etc by way of creating template email for responses

Team Assistant

• Project management - checking for updates with staff on projects.
• Arranging social events for staff
• Organise events and conferences

It is of crucial importance that the candidate selected for the position can handle confidential matters with the utmost discretion and are prepared to be contacted out of office hours.

Required Knowledge, Skills, and Abilities

PA , HR , Finance , Admin , Team Assistant . (It is of crucial importance that the candidate selected for the position can handle confidential matters with the utmost discretion and are prepared to be contacted out of office hours.)