Overview
Salary: £35,000 to £42,000
The Executive Assistant/Office Manager will be responsible for the administrative and organisational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with staff across international offices.
Key Responsibilities
1. Assist the COO with her daily schedule and duties, to include managing her calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, .
2. Provide general administrative support to the COO and Team
3. Receiving and interacting with visitors;
4. Answering and managing incoming calls;
5. Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
6. Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, ;
7. Drafting correspondence and presentations;
8. Recording, transcribing, and distributing notes/minutes of meetings; and
Providing other daily support to staff as needed.
9. Perform general office/facilities management duties to include:
10. Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
11. Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
12. Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
13. Assist with various payroll and human resources functions to include:
14. Entering new employees into the payroll system;
15. Maintaining required and voluntary payroll deductions in the payroll system;
16. Perform initial processing of bi-weekly payroll, including timesheet review; Running supplemental payroll reports as needed; Posting position openings to job sites and managing flow of incoming candidate applications; Ordering background checks on potential new hires; Assisting new employees with their orientation to the organization, benefits enrolment, and tax forms; and Maintaining human resources files in accordance with laws, regulations, and established standards. Perform accounts payable processing and other basic accounting functions to include: Reconciling invoices and filling out payments request with proper coding; Assist with entering and processing approved payments; Developing and maintaining files; and Developing and maintaining various financial databases and reports.
Skills and Experience
17. 4+ years of solid administrative experience in an office setting;
18. Excellent verbal and written communications, networking, and presentation skills (in English);
19. Excellent organizational skills and attention to detail;
20. Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
21. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); and
Personal Characteristics
The successful candidate will be:
22. Committed to, and enthusiastic about, the mission and vision of Infinite Global
23. A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
24. Outgoing, straightforward, and creative;
25. Able to work independently and take initiative;
26. Results oriented;
27. An adaptable, flexible problem-solver;
28. Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and
29. A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
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