PA & Office Manager
Based: Kingston upon Thames area
Salary £40,000 - £55,000 per annum / pro rata for part time hours
Full time permanent office-based role - Monday to Friday
(Flexible hours/shorter days/some hybrid work is also an option)
We are seeking a highly experienced PA / Office Manager to work for one of our clients, a successful organisation based in Southwest London.
This is a fantastic opportunity for a supremely organised PA & Office manager. This is pivotal role within the organisation. To act as the right hand to the director and the wider Senior Leadership Team, taking ownership of diaries, inboxes, travel, and day-to-day administration while keeping the office running smoothly and looking after the wellbeing of the team.
The dynamic nature of this role requires that the ideal candidate have exemplary organisation management skills to proactively support the director’s administrative needs and excellent time management and communication skills.
Key Responsibilities
PA duties:
* Diary management for the director, including triaging, prioritising, and protecting his time.
* Inbox management for the director: monitoring, triaging, flagging priorities, drafting replies on his behalf where appropriate, and ensuring nothing slips through the cracks.
* General executive support across the wider Senior Leadership Team, including travel planning and booking, meeting organisation, agendas, prep materials, and follow-ups.
* Gatekeeping access to the directors/ founders and SLT where required.
* Booking and coordinating UK and international travel, including flights, accommodation, transfers, and itineraries.
* Preparing and submitting expense claims, reconciling receipts, and tracking spend.
* New starter onboarding: coordinating first-day logistics, IT, stationery, paperwork, and induction scheduling.
* Maintaining and updating HR system, ensuring records, holidays, and people data are accurate and current.
* Booking and managing attendance at regular staff sessions, including health and wellbeing activities i.e. yoga
* Sourcing and arranging client gifts, hospitality, and corporate entertainment.
* Handling personal errands and ad hoc tasks for the directors where appropriate
Office Management duties:
* Maintaining a safe, clean, and welcoming office environment day to day.
* Liaising with key suppliers, including utilities, IT, Health & Safety and sundries
* Liaising with the managing agent on maintenance, repairs, and building issues.
* Coordinating fire safety checks, boiler servicing, and other compliance tasks.
* Managing office supplies, snacks, communal areas, and appliances.
* Managing car parking allocations and cleaner supply requests.
* Supporting team wellbeing in the office: checking in with people, providing pastoral care, and being a friendly first point of contact for the team.
Person Specification:
* Proven PA experience supporting directors, senior leaders or founders, ideally in a fast-paced SME or agency environment.
* Highly organised, with the ability to juggle competing priorities across multiple principals.
* Excellent secretarial and administration skills
* Proactive and efficient with the ability to anticipate needs
* Strong written and verbal communication, comfortable representing the leadership team externally.
* Discreet and trustworthy with confidential information.
* Proactive problem-solver who anticipates rather than reacts.
* Warm, approachable manner with genuine interest in people and their wellbeing.
* Strong Microsoft 365 skills (Outlook, Teams, Word, Excel, PowerPoint).
Desirable
* Previous exposure to office management or facilities coordination.
* Experience supporting more than one principal at a time.
* Background in a start up, recruitment, media, or professional services business.