Office Manager - Perm Recruitment LTD : Job Details

The Office Manager & EA will play a pivotal role in ensuring the smooth and efficient functioning of our busy office environment and supporting the daily operations of our executives. This multifaceted position requires an individual who thrives in a people-focused business, has proven record of supporting C-suite level executives and excels in maintaining a clean and organized work environment. This is an in-office role (5 days a week) with the possibility to work from home time to time.

Oversee visitors and clients to the office, ensuring a friendly and personal experience.

Help establish and maintain office procedures for the London office

Manage the day-to-day operations of the office, including supply management, equipment maintenance, and liaising with building management to maintain a safe and comfortable work environment

Manage our IT support company ensuring they adhere to service level agreements, and that all technology is working

Maintain office cleanliness and organization, overseeing general tidiness and order

Manage inventory and restock office supplies, including stationery and kitchen areas

Ensure compliance with health & safety, and fire regulations, act as the primary contact for all health and safety matters in the office

Act as the dedicated Executive Assistant to the CEO and C-suite.

Coordinate complex scheduling and calendar management across multiple time zones.

Anticipate and proactively address scheduling conflicts and challenges

Manage communication with employees with internal and external executives on projects and meetings.

• Provide new employees with a smooth onboarding experience, including workspace setup, office orientation, and equipment training
• Offer support with workspace issues and general office inquiries for all employees

• Act as a primary point of contact for internal and external stakeholders
• Facilitate effective communication between executives and team members
• Build and maintain positive relationships with key partners, clients, and vendors

• Handle sensitive information with discretion and maintain confidentiality

• Support executives in various projects and initiatives, such as event planning and organisation
• Collaborate with cross-functional teams to ensure project milestones are met

• Proactively identify and address potential issues before they escalate
• Provide solutions to challenges, demonstrating resourcefulness and flexibility
• Proven experience as an Executive Assistant to C-suite / Executive team or in a similar role.
• Exceptional organisational and time management skills.
• Strong interpersonal and communication skills.
• Ability to work effectively under pressure and adapt to changing priorities.
• Proficient in Microsoft Office Suite
• Experience working with MS Teams/AV systems
• Previous experience supporting executives in a people-focused industry is preferred.
• You have at least 5 year’s professional working experience.
• Demonstratable problem-solving skills and the ability to think about a problem from first principles.
• You demonstrate the ability to simplify and streamline operational processes.
• You are proactive and have demonstrated that you will go beyond what is required of you in a professional environment.
• You are a highly competent communicator and are comfortable communicating to internal teams and handling challenging senior stakeholders.
• You thrive under pressure and see challenges as opportunities.

You display a high level of self-awareness and take ownership of your personal development