Private Energy Partners (PEP)
Executive Assistant/Office Manager - PEP, UK
Office: Swindon
Job Title: Executive Assistant / Office Manager
Contract Type: Permanent
Working Pattern: Full time. Hybrid Working, 3 days in Office, 2 days at home
About PEP:
The PEP team has been active in the power sector for over 40 years, aiming to accelerate the transition to a zero carbon world by developing, building, and operating renewable energy projects and related infrastructure. The PEP team works closely with the investment teams at Quinbrook Infrastructure Partners across the US, UK, and Australian power markets. For more information, please visit our team.
The Role
The Executive Assistant / Office Manager provides comprehensive administrative support to the CEO and senior executives while managing the day-to-day operations of the office. Responsibilities include diary management, managing complex schedules, coordinating meetings, handling confidential information, and serving as the key point of contact between executives and internal/external stakeholders. As Office Manager, they are responsible for office supply management and ensuring a productive and efficient office environment. Strong communication skills, exceptional attention to detail, and the ability to anticipate the needs of senior management are essential.
Responsibilities
Executive Assistant Duties:
1. Diary Management: Maintain and coordinate complex schedules, including arranging internal and external meetings, appointments, and travel arrangements.
2. Communication: Act as the main point of contact for the executive, managing emails, phone calls, and correspondence. Respond on behalf of the executive as required.
3. Meeting Preparation: Prepare agendas, briefings, and presentations for meetings. Take minutes and follow up on action points.
4. Travel Coordination: Organise domestic and international travel, including accommodation, transport, and visas.
5. Document Management: Draft, proofread, and manage documents, reports, and presentations.
6. Confidentiality: Handle sensitive information with discretion and maintain confidentiality.
7. Relationship Management: Build and maintain positive relationships with internal and external stakeholders.
8. Event Planning: Assist with the planning and execution of company events, team meetings, and executive offsites.
9. HR Support: Provide HR administrative support to the Executive Team, including supporting the annual review cycle and onboarding new hires.
Office Manager Duties:
1. Office Operations: Oversee the day-to-day operations of the office, ensuring efficiency.
2. Vendor Management: Liaise with suppliers and service providers.
3. Health & Safety: Ensure that health and safety protocols are maintained in the office.
4. Budget Management: Track office expenses and manage the office operations budget.
Desired Experience: Experience in a combined executive assistant and office management role or similar, with experience supporting senior leadership teams.
Key Skills:
1. Organisation: Exceptional organisational and multitasking skills.
2. Communication: Strong written and verbal communication skills.
3. Tech-Savvy: Proficiency in Microsoft Office Suite and experience with online tools.
4. Problem-Solving: Ability to take initiative and solve problems proactively.
5. Attention to Detail: High level of accuracy in all tasks.
6. Discretion: Ability to handle confidential information with care.
7. Adaptability: Flexibility to work in a fast-paced environment.
8. Proactivity: Hands-on approach to tasks.
9. Personable: Comfortable in a close-knit office environment.
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