Job Purpose
The Office Assistant is responsible for providing effective support in office, delivering essential support to staff members and managing the diaries of several Partners. The Office Assistant is expected to deliver exceptional client service in all aspects of their role.
This is predominantly an office-based role.
Job Role
1. Continually assess the effectiveness of processes and procedures reporting back to the Office Manager.
2. Continually seek ways to make full use of technology to improve processes and efficiency and to promote agile ways of working and reduce reliance on paper.
3. Pro-actively develop effective working relationships with Partners and Managers around the office to understand their needs and offer advice and solutions to problems and improve ways of working.
4. Deliver exceptional service in the office, with a particular emphasis on front-of-house operations.
5. Provide support for the day-to-day facilities operations, helping to maintain a welcoming, clean, secure and safe working environment for team members and visitors.
6. Support with local application of Forvis Mazars' Health and Safety policy to include: First aid and incident reporting Fire drills Office inspections Inductions for new team members Providing health and safety feedback to Office Manager Assist with visitor and contractor visits
7. Conduct Right to Work checks in the office for new joiners and ensure effective onboarding, including executing first day plans and facilitating office tours with particular emphasis on health and safety requirements.
8. Provide basic IT troubleshooting in the office, escalating issues promptly to relevant stakeholders, including the IT team and Office Manager.
9. Provide switchboard support.
10. Support and organisation of local office events, working with the events team for guidance and support where applicable.
11. Support with the management of post in local office, as well as couriers.
12. Provide effective diary management support to Partners to include: Scheduling internal and external meetings, ensuring meeting specific requirements are met, and liaising with internal/external stakeholders as necessary. Understanding technical requirements (MS Teams) for virtual meetings. Supporting with meeting clashes and proactively reviewing Partners' diaries.
Person Specification
13. Experience in a similar role.
14. Experience of supporting health and safety compliance in the workplace.
15. Strong attention to detail, organisational and multi-tasking skills.
16. Strong problem-solving abilities to address and resolve issues promptly and efficiently.
17. Exceptional communication, presentation and interpersonal skills.
18. A strong team player who works collaboratively.
19. Passion for providing excellent client service.
20. Flexible with the ability to work effectively under pressure and manage conflicting priorities.
21. Advanced MS Office skills (specifically Word, Excel and PowerPoint).
Diversity, Equality & Inclusion
At Forvis Mazars diversity, equity and inclusion are central to our values. We value our people's unique backgrounds, perspectives, and experience, and know this diversity create better outcomes for our clients.
We seek to attract, develop, and retain the best talent, inclusive of sex, ethnicity, disability, socio-economic background, sexual orientation, gender identity, nationality, and faith.
We select candidates based on skills, knowledge, qualifications, and experience and aim to support all our team members to reach their potential.
At Forvis Mazars, we promote an environment in which you can grow your skills, belong to a team that values your ideas, and make an impact that matters.