Based in the heart of the City of London, in a new, modern and welcoming office, Constantin is Deloitte France's regional office in the UK. It specializes in auditing UK subsidiaries of groups audited by Deloitte (mainly Deloitte France). Today, the London office is enjoying strong growth and has more than 150 professionals.
Our current Office Manager is about to retire so in this context, we are looking for someone to take over her role.
About the role
We are seeking an experienced and highly organized Executive Assistant/Office Manager to manage the day-to-day operational running of our London office and support our three Partners. This is a hands-on role covering compliance and Office Management.
Key Responsibilities
Office Management
* Oversee day-to-day office management (supplies, equipment, vendors), track contracts, renewals, and subscriptions.
* Manage relationships with landlords, cleaning services, and external providers (office maintenance and logistic) including yearly archiving.
* Ensure the office is safe, organised, and welcoming.
* Supervise the Reception team for access, keys, onboarding kits, etc as well as various checks and reporting for compliance purpose.
* Being one key contact within Deloitte's business continuity plan in case of incidents.
* Organising fire drills and Health and Safety trainings whenever needed in compliance with the UK regulation and the building management.
* Suppliers invoice approval.
* Liaising closely with IT Manager and act as backup in emergency situations.
* Create and maintain admin processes and documentation and improve ways of working (tools, templates, workflows).
* Support light HR strategy or people ops.
Compliance
* Monitor completion of employees' yearly independence forms.
* Prepare and assist the Partners with various audits monitoring visits/inspections (including ICAEW, Deloitte France, ISO…).
* Payroll tax related declarations liaising with Finance.
Executive Assistant
* Create various presentations for the Partners (on PowerPoint).
* Organisation of meetings.
* Support uploading timesheets and expenses for the Partners.
* Occasional travel arrangements and other bookings.
* Liaising with Partners and HR to implement company policies.
This role includes the management of the Reception team (monitoring, appraisals…).
By joining Constantin – Deloitte France, you will have the opportunity:
* To evolve in a friendly and fast-growing structure, where teamwork and fieldwork are key,
* To work closely with Constantin's Management team with the support of teams based in the UK and in France,
* To develop a set of skills, shared with our international Deloitte network, which promotes team spirit, an ethical environment, and integrity,
* To have an attractive salary package,
* To benefit from Constantin employees' benefits (pension, healthcare…).
We are looking for an experienced professional (+10 years of experience) with proven experience in Office Management and/or as an Executive Assistant to be our go-to person for the day to day office management and providing proactive assistance for partner matters and responding to certain administrative queries from employees as they arise,
We are looking for someone with strong organisational, problem solver and communication skills, ability to multitask and handle deadlines.
English is the day to day working language, and fluency in French is a must due to multiple communication requirements with Deloitte France
Proficiency with the Microsoft Office suite, PowerPoint presentation, Word Excel would be helpful.
#ALLIN: all candidates have a place at Deloitte without distinction: we believe in an inclusive environment.