Personal Assistant to CEO / Office Manager
We are excited to offer a fantastic opportunity for an Office Manager/Personal Assistant to join our growing team. In this role, you will provide essential support to the Chief Executive Officer, handling daily tasks across multiple departments, including Operations, HR, Finance, and general administration.
As the key figure in the office, you will serve as the go‑to person for the team, addressing any issues that arise—whether it’s a serious matter like resolving an IT problem to keep the business running smoothly or something more straightforward like purchasing stationery for the team.
As the CEO’s PA, you will be entrusted with significant responsibility, and maintaining confidentiality is of utmost importance. You will work on a one‑to‑one basis on a variety of tasks related to both the CEO’s working and personal life (75/25% split), whilst also collaborating with the broader team. This role demands strong multitasking and the ability to effectively prioritise your workload.
To be successful in this role, although not essential, proven experience as a personal assistant would be beneficial, strong proficiency in MS Office, and excellent verbal and written communication skills, particularly as our clients operate in the education sector. Also please note that one of the responsibilities of this role includes caring for the CEO’s dog when he isn’t in the office, so being comfortable with dogs is a must.
Key Responsibilities
* Managing the CEO’s diary and ensuring his time is managed effectively
* Booking travel and accommodation – i.e. hotels, restaurants, etc.
* Researching clients and creating pitch notes for sales meetings
* Creating client contracts using DocuSign
* Proofreading client emails
* Carrying out various ad‑hoc personal errands for the CEO, which may include tasks such as:
o Managing car maintenance
o Handling dry cleaning, etc.
o Booking personal hotels, restaurants
o Organising presents, parties, gifts
o Ensuring he attends parents’ evenings, school productions, etc. (The CEO has twelve‑year twins)
* Administrative & Office Management:
o Serving as the main point of contact for the office; maintaining a well‑organised, clean, and functional working environment.
o Ordering stationery and supplies for interviews
o Managing office supplies and inventory; ensuring equipment and furniture are fit for purpose and safe.
o Answering the office phone and screen and direct all calls.
o Acting as a central keyholder, managing security and access protocols.
o Liaising with the landlord and tenants regarding utility bills, etc.
o Maintaining fire safety standards within the building.
o Overseeing equipment including mobile device management and laptops.
o Assisting in planning and implementing company projects and events.
o Managing weekly meetings, including creating PowerPoint slides.
o Maintaining the kitchen area.
o Managing the accounts: collating all business receipts and invoices for the bookkeeper, supporting quarterly VAT return.
o Processing and monitoring all sales invoices.
o Providing daily invoice payment updates and chasing late payments.
o Keeping on top of salary changes and drafting payroll emails for the CEO.
o Assisting with limited HR tasks: managing staff personnel data, handling expenses, processing employment references.
o Managing new starter onboarding, induction training, and staff exit procedures.
o Assisting with planning staff travel arrangements.
o Keeping business policies and procedures up to date.
o Maintaining the business Annual leave system and sick records.
o Ordering and managing DBS certificates.
o Keeping up with staff birthdays and celebrations.
Candidate Requirements
* Proactive nature
* Ability to work at pace
* Strong organisational skills and the ability to work efficiently
* Excellent written and verbal communication skills
* Strong interpersonal skills (and a good sense of humour!)
* Excellent attention to detail
* Some knowledge of business functions and principles (HR, Sales, Marketing, Accounts)
* Excellent computer/IT skills in Microsoft Office including Word, Excel and Google Sheets
* Passion for providing first‑class service and a proactive nature
* Experience as a Personal Assistant is desirable but not essential
* Experience as an Office Manager/Administrator is desirable but not essential
* Knowledge of Xero is desirable but not essential
* NB: This is an 8:30 – 5:30, 5‑day a week role, located in offices in Ickleton, Cambridge
Seniority Level
Entry level
Employment Type
Full‑time
Job Function
Administrative
Industries
Staffing and Recruiting
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