Executive Assistant and Office Manager
Reports to: CEO
Location of work: The Lettings Hub, Commerce Road, Lynch Wood, Peterborough
Hours: 40 hours per week, Monday to Friday
Salary: £30,000- £34,000 DOE
Job Description
The Lettings Hub is an award-winning and innovative prop-tech company in the lettings industry. As we continue to grow and adapt to upcoming changes within our sector, we are seeking a creative and proactive Executive Assistant & Office Manager. This role is crucial in providing seamless support to the CEO while overseeing our office operations and fostering a positive internal communication culture.
If you thrive in a dynamic environment, excel at multi-tasking and prioritisation, and have a knack for managing budgets creatively, we’d love to hear from you.
IDEAL CANDIDATE
We’re looking for a confident, organised and professional Executive Assistant who can handle multiple responsibilities with ease. Key attributes include:
1. Experience: Proven background as an Executive Assistant and/or Office Management roles preferable.
2. Adaptability: Comfortable managing multiple tasks and switching focus regularly while maintaining efficiency.
3. Creative Problem-Solving: Ability to think creatively to resolve challenges, particularly when working within budgets.
4. Attention to Detail & Strategic Thinking: A sharp eye for detail combined with the ability to assess the broader picture and prioritise effectively.
5. Strong Communication Skills: Exceptional verbal and written communication abilities, including concise briefing and accurate documentation.
6. Organisational Excellence: Confident in organising tasks, deadlines, and stakeholders to ensure everything runs smoothly.
7. Tech-Savvy: Proficient in Microsoft Office Suite and Microsoft Teams; skilled at preparing high-quality reports and presentations.
8. Time Management: Able to manage time effectively.
THE ROLE AND RESPONSIBILITIES OF THE EXECUTIVE ASSISTANT
1. Act as the primary point of contact for the CEO, maintaining open and consistent communication. Provide personal and administrative support, including diary management, travel arrangements, meeting coordination, and external correspondence.
2. Manage calls, emails, and communications on behalf of the CEO with discretion and professionalism.
3. Prepare and proofread high-quality reports, PowerPoint presentations, and other documents. Assist the CEO in collecting, analysing, and presenting data, ensuring clarity and precision.
4. Organise and attend Executive and Board-level meetings, ensuring accurate minutes and action points are documented and distributed promptly.
5. Lead the day-to-day management of office facilities, ensuring a well-maintained, functional, and welcoming work environment. Undertake minor office maintenance tasks independently to ensure the workspace remains functional and efficient.
6. Oversee office supplies and supplier contracts, ensuring budget adherence and quality service. Plan and supervise office maintenance and cleaning, including liaising with external providers when necessary.
7. Take responsibility for ensuring the office complies with health and safety regulations, including conducting risk assessments, maintaining up-to-date safety policies, and organising regular checks and training as required.
8. Plan and deliver internal events and employee initiatives to enhance team culture and morale. Create and manage an office social calendar, organising activities, decorating the office for events, and ensuring staff are well-informed and encouraged to participate.
9. Collaborate with senior managers across various departments to support company-wide projects and initiatives.
10. Provide support to the People Manager on employee-related matters, stepping in to handle queries and ensure continuity in their absence.
11. Creatively manage budgets for office supplies, events, and operational expenses, ensuring cost-effectiveness without compromising quality.
12. Ensure the PAYE Settlement Agreement is regularly updated, and document and submit office and CEO expenses accurately and promptly to the finance team for processing.
13. Regularly audit Salesforce data to ensure accuracy, consistency, and compliance, identifying and resolving any discrepancies.
14. Draft employment contracts for new starters and oversee the induction process, ensuring a seamless and welcoming onboarding experience.
JOB TYPE: Full-time, permanent
Location: Office based
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