Our Client
Our client are a very early stage financial services provider operating in the personal finance and business banking space. They will be looking to launch their business with a focus on credit cards and then growing into personal and business current accounts and then looking to apply for a banking licence in due course.
They have a huge level of funding which makes this opportunity so exciting. More than many of the well known fintechs had at the same stage.
The role of the Executive Assistant / Office Manager
The Office Manager/Executive Assistant is responsible for the organisation and co-ordination of office administration and procedures, ensuring organisational efficiency, effectiveness and safety. The Office Manager/Executive Assistant will also provide a high level of administrative support to the Managing Director and, on an ad hoc basis, to the future Board of Directors.
* To take responsibility and ownership of office organisation, day to day management of Reception team, IT (liaison with IT support provider), project management, ensure deadline compliance; management of company documents and files, ensuring their security, integrity and confidentiality
* To be responsible for the co-ordination of calendars, scheduling meetings, correspondence, and for general human resource matters, acting as a liaison between management and employees
* To carry out all duties in a professional manner and to adhere to procedures, polices and guidelines at all times.
Duties & Responsibilities of the Office Manager / Executive Assistant
The basic duties and responsibilities to be undertaken by the Office Manager / Executive Assistant will consist of those listed below. However, this job outline is not intended to be an exhaustive list, but to indicate the main responsibilities of the post. It will be reviewed periodically to take account of changes and developments in business needs and may be modified at any time, after full consultation with the post-holder. Training will be provided where appropriate.
Main Duties of the Executive Assistant / Office Manager
To organise office operations and procedures ensuring compliance to Health and Safety and GDPR regulations;
Ensure effective electronic and hard copy filing systems are established and maintained; to identify and implement a suitable electronic Data Management System; develop and document procedures to cover data protection, record retention, record archive and disposal;
* Work with IT support team to ensure efficient operation of the office, planning and procuring hardware / software as necessary; perform review and analysis of any special projects and keep management team fully briefed
* Work with the Company website / PR provider and ensure that web pages are regularly reviewed and updated to reflect the latest information
* Monitor and update social media accounts providing regular feeds detailing Company activities
* Develop an understanding of the Property Management System (Qube) and using it to interrogate the tenant / property database to provide information for internal reporting and to run reports as required.
* Manage office supplies inventory and sourcing, ensuring stocks are replenished in a timely and cost-effective manner. Liaise with suppliers as required.
* Recruitment of office staff, provision of induction training for new employees and mentoring. Maintenance of employee records, training records, skills matrices; proposing and sourcing developmental training. Where / when appropriate, discipline.
* Regularly review and update the Employee Handbook to ensure compliance with current legislation.
Administrative Duties of the Executive Assistant / Office Manager
* Organise and schedule appointments and meetings ensuring any diary conflicts are resolved
* Attend meetings as required, take accurate minutes and circulate in
Skills of the Executive Assistant / Office Manager
* Strong organisational and planning skills
* Excellent time management
* Excellent communications skills
* Excellent interpersonal skills
* Excellent telephone manner
* Excellent numeracy skills
* Excellent attention to detail and problem-solving skills