Summary and Overview
* Senior Office Associate
* Inverness, Scotland
* Permanent
* Full Time (Part Time Hours Considered)
* Competitive Salary & Benefits
You'll play a crucial role to ensure the office function runs seamlessly. As a central point of contact, you will be responsible for managing and coordinating daily office operations, handling confidential employee matters and client information. You will provide exceptional support to both internal teams and external clients. You will be expected to maintain a high level of professionalism, discretion, and efficiency in all tasks and contribute to a smooth and productive office environment.
Your New Role
This list of duties is not exhaustive and may change from time to time according to business needs:
* The main point of contact for both employees and clients, ensuring effective communication and a high level of customer service.
* Manage confidential documents and information with the utmost discretion and integrity.
* Oversee daily office operations, ensuring the office runs smoothly and efficiently, including managing office supplies, equipment, and facilities.
* Coordinate schedules and meetings, assist with travel arrangements, and handle other administrative tasks for senior employees.
* Provide support in the preparation of reports, presentations, and other documents, ensuring accuracy and professionalism.
* Maintain and organise office filing systems, both physical and digital, to ensure quick and easy access to necessary documents.
* Act as a liaison between departments, helping to resolve issues and ensuring a collaborative working environment.
* Assist with the onboarding of new employees, including training on office systems and processes.
* Manage and oversee office events and meetings, including arranging catering, room setups, and technology.
* Handle client inquiries and requests with professionalism, ensuring a positive experience at all touchpoints.
* Fire Warden, undertaking all required administration and record keeping to ensure compliance with fire regulations.
* First aider ensuring appropriate procedures are followed in case of first aid emergency.
* Administration of Training Programme - ordering study materials, booking exams, paying annual membership fees, recording fees incurred for repayment purposes.
* Ensure compliance with office policies and procedures, including maintaining a secure and confidential work environment.
* Various other administrative duties as required to ensure the smooth running of the office.
* Ensuring compliance with company standards, policies and procedures.
What will you need to succeed in this role?
As to be expected, we are searching for someone who can bring a range of skills and experiences to enhance the team. As such, there are a few essential skills we are looking for:
* Proven experience in an office management or administrative role, with a number of years of relevant experience.
* A positive and flexible attitude, with a willingness to contribute to a collaborative office culture.
* Strong organisational and multitasking skills, with the ability to prioritise and manage multiple tasks simultaneously.
* Exceptional communication skills, both written and verbal.
* Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.) and basic office equipment.
* Ability to maintain confidentiality and handle sensitive information with integrity.
* High attention to detail and a proactive approach to problem-solving.
* Experience with office systems and procedures, as well as basic financial and administrative tasks (desirable).
Personal attributes which would be seen in the ideal applicant include:
* Professional, discreet and able to deal with highly confidential information.
* Strong organisational skills with the ability to multitask.
* Good time management with a pro-active approach.
* Professional and positive.
* Excellent people skills with strong communication style.
* Diligent, with strong attention to detail.
* Team player who can work on own initiative.
Equiom Group
For more than 45 years we have supported high net worth individuals and international corporations to nurture and fulfil their ambitions. We are a global professional services provider, working with private clients, corporate clients and funds to navigate the twists and turns to achieve their ambitions.
We are proactive and passionate. We provide exceptional service to develop deep and meaningful client relationships, providing an unrivalled breadth of bespoke end-to-end wealth protection and business support services.
We are a business which has expanded, allowing us to adapt quickly to change and invest in key areas to support our growth journey. We are looking for brilliant people to join our team to grow and develop with us.
What should you do now?
If you are interested in this role, please apply now. If you have read the above and are unsure about whether this is for you; maybe you can do most of the responsibilities, or you have some of the key skills, please get in touch for a confidential conversation about the role and we can discuss further.
Equal Opportunities
Equiom Group is committed to Diversity and Inclusion across our Global business. We welcome applicants from all interested parties, and any reference to qualifications or certifications should be read to be interchangeable with local or international qualifications and certifications. All applications will be reviewed solely on their merits. All recruitment and selection will be conducted in accordance with prevailing Employment and Equality legislation.
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