Our Client
Our client is a very early stage financial services provider operating in the personal finance and business banking space. They are planning to launch their business focusing on credit cards, followed by personal and business current accounts, and eventually applying for a banking licence.
They have significant funding, making this opportunity particularly exciting, with more resources than many well-known fintechs at this stage.
The role of the Executive Assistant / Office Manager
The Office Manager/Executive Assistant will be responsible for organizing and coordinating office administration and procedures to ensure organizational efficiency, effectiveness, and safety. They will also provide high-level administrative support to the Managing Director and, occasionally, to the future Board of Directors.
* Manage office organization, oversee the reception team, liaise with IT support, coordinate projects, ensure deadlines are met, and handle company documents securely and confidentially.
* Coordinate calendars, schedule meetings, handle correspondence, and manage HR-related matters, acting as a liaison between management and staff.
* Perform all duties professionally, adhering to company policies and procedures.
Additional Duties & Responsibilities
This outline covers main responsibilities but is not exhaustive. It will be reviewed and updated periodically to reflect business needs. Training will be provided where necessary.
Main Duties
* Ensure office operations comply with Health and Safety and GDPR regulations.
* Establish and maintain effective filing systems, develop data management procedures, and oversee data protection and record retention.
* Coordinate with IT support for hardware/software needs, review projects, and keep management informed.
* Manage company website and PR activities, including social media updates about company activities.
* Understand and utilize the Property Management System (Qube) for reporting and data analysis.
* Oversee office supplies procurement and inventory management.
* Recruit, train, and mentor office staff, maintain employee records, and update the Employee Handbook to ensure legal compliance.
Administrative Duties
* Organize and schedule appointments and meetings, resolving diary conflicts.
* Attend meetings, take minutes, and circulate them promptly.
Skills Required
* Strong organizational and planning abilities.
* Excellent communication and interpersonal skills.
* Professional telephone manner.
* High attention to detail and problem-solving skills.
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