Office Executive & Personal Assistant (PA)
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Policy Monitor / Diegesis
Location: 2, Printer's Yard, 90A The Broadway, Wimbledon, London, SW19 1RD
Salary: £28,000 - 30,000 per annum (Depending on experience)
Contract Type: Fixed-term (2 years), in office
Hours: Full-time, Monday to Friday, 9:00 AM to 5:30 PM
About Us
Policy Monitor is an IT professional services and product development company, providing professional services to customers to maintain, develop and in some cases manage existing national or enterprise systems. Our company also develops its own Cyber Security management product called Cyber Security Policy Monitor. We are currently seeking a highly organised and proactive individual to join our team as an Office Executive & Personal Assistant. This full-time, fixed-term position is an ideal opportunity for someone starting their career, particularly for candidates local to Wimbledon or South West London. Upon successful completion of the 2-year contract, you will receive a glowing reference to support your future career development.
Role Overview
As the Office Executive & Personal Assistant, you will play a key role in ensuring the smooth operation of the executive team’s daily activities. This position includes a variety of tasks, such as administrative support, building management responsibilities, and assisting the CEO with personal assistance tasks. You will work directly with the executive team and the Company Secretary to help keep operations running efficiently.
Key Responsibilities
Personal Assistance to the Managing Director and Deputy Managing Director:
* Monitor the MD’s diary, task list and assist in scheduling and cancellations of his activities.
* Maintain a list of all activities delegated by the MD/Deputy MD and chase colleagues to complete actions on time.
* Act as a liaison between MD / Deputy MD to ensure both are appraised of each other’s activities and priorities.
* Assist in implementing company processes in collaboration with the Company Secretary and executive team.
* When requested, attend meetings, write up minutes or notes within 48 hrs and ensure that they are reviewed and circulated promptly.
Sales Support:
The MD currently leads the sales team so there is a particular focus on supporting the sales function to ensure:
* Review of CRM to assist the MD in follow up and prioritisation of sales activity.
* Support to sales team on proposal writing and sales collateral.
* Liaising with the support team to ensure regular social media posts.
General Internal Documentation Audit:
* Work with the Company Secretary to review overall compliance with document storage standards.
* Based on sensitive use of delegated authority from the MD, identify and communicate policy non-compliances to staff responsible for documentation.
* Escalate issues to the Company Secretary or appropriate executives if non-compliances are not resolved.
* Manage document templates and organise updates to templates as required.
General Office Admin:
* Manage incoming and outgoing mail/packages.
* Oversee content management on the digital board and internal newsletter.
* Support internal communication channels.
* Assist with phone rota and ensure calls are answered.
* Coordinate travel arrangements for staff.
* Handle locking and opening of the office as required.
Building Management:
* Place weekly office orders and ensure proper stock of office supplies.
* Oversee desk arrangements and manage meter readings.
* Support the Company Secretary in booking compliance tests/assessments.
* Liaise with the manager of our adjacent office regarding building management to ensure smooth operations.
Collaboration & Team Support:
* Work with Department Heads for diary management and meeting coordination.
* Collaborate with staff across departments for general administrative tasks.
* Use Jira to track tasks and monitor progress.
* Assist with liaising with technical support and company departments for project coordination.
Who We’re Looking For
This role is perfect for someone looking for their first job or someone eager to develop their career in technology sales or administration. The ideal candidate will:
* Be highly organised, detail-oriented, and able to manage multiple tasks effectively.
* Be able to establish trust and mutual respect with executives and demonstrate discretion to facilitate sharing of sensitive company information.
* Have excellent written and verbal communication skills and be able to interact effectively and positively with people of all ages and experience.
* Be comfortable using Microsoft Office Suite and SharePoint (training will be provided if necessary).
* Have a general interest in technology and a desire to understand the business of the company.
* Have a proactive attitude and the ability to work independently.
* Reside in or near Wimbledon/South West London with an easily commute to the office.
* Be a UK citizen or have resided in the UK continuously for the last 5 years and be able to successfully pass security vetting.
No previous experience is necessary, but any administrative or office-based experience is a bonus. We do not offer Visa sponsorship for this role. Remote working is not applicable for this role.
What We Offer
* Competitive salary based on experience.
* A supportive and collaborative work environment ideal for professional growth.
* Experience by immersion in the heart of a dynamic technology company.
* Fixed-term, 2-year contract with training opportunities.
* A glowing reference upon successful completion of the contract.
* Cycle to work scheme
* Pension plan
* Private healthcare / insurance
* Socials / team bonding days
Location and Hours
This is a full-time, office-based role located in the heart of Wimbledon close to all key transport options. Working hours are Monday to Friday, 9:00 AM to 5:30 PM. Candidates local to Wimbledon or South West London are encouraged to apply.
To apply, please send your CV and a brief cover letter explaining your interest in the role to hr@policymonitor.co.uk by 31st January 2025.