Job Description for Office and Executive Assistant
An opportunity to join the London office of an international Executive Coaching firm in a role with extensive responsibility. This role is suited to someone who enjoys working within a small, tight-knit and busy team but who can also work independently with confidence.
You will be the first point of contact for visitors and callers and responsible for the maintenance and care of the office. As an Executive Assistant, you will be supporting 2 very busy but highly personable and approachable Executive Coaches in TPA including the CEO. You will be responsible for coordinating complex diary and travel arrangements for the coaches. Alongside some personal diary and travel arrangements.
Key Responsibilities:
Office Assistant Responsibilities
* Greet and welcome visitors to the coaching spaces, offer teas and coffees and inform the relevant member of staff of their arrival and assuring these are all set-up ahead of the clients arrival.
* Monitor and ensure that the office and coaching spaces are kept tidy and project a business-like image.
* Arrange and accept deliveries by post or courier and inform the relevant member of staff of their arrival.
* Provide and maintain office supplies.
* Organise and collect lunch arrangements for the office and clients daily.
* Provide support to the Global Operations Team and contribute in other ways to the effective functioning of TPA as required and provide cover for other support staff when necessary.
* Contribute to team-wide communications and knowledge management, and participate in organisation-wide events and discussions on related topics/projects.
* Operate main switchboard during office hours; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members direct lines.
EA Responsibilities
* Extensive diary management for 2 executive coaches, including the CEO
* Personal diary and travel arrangements for the CEO
* Organising travel and accommodation
* Extensive email correspondence
* Formatting and typing presentations and other correspondence as required
* Treating all information as confidential
* Willing to occasionally work outside of office hours when required
Essential Requirements:
* Experience of diary management and scheduling
* Competent with all Microsoft Office packages
* Must be able to reliably commute and work in London.
* Polite and confident telephone manner
* Comfortable working under pressure for a demanding team
* A warm team player who is extremely organised
* Strong IT proficiency
* Confident and professional communicator with all levels of seniority
* Excellent standard of written English
Desirable Qualities:
* Excellent multi-tasker
* Exceptional attention to detail
* Flexible
* Committed to quality and accuracy
* Great time-management skills
* Ability to troubleshoot and resolve technical issues efficiently
Benefits:
* Competitive salary and bonus system
* Onsite training and support
* Pension scheme
* Health care
* 25 days holiday per annum + bank holidays and time between Christmas to New Year
* Lunch provided when in office
Salary
£29,000 - £33,000 depending on experience.
Plus annual discretionary bonus
Office hours – 09:00am-5:30pm. Hybrid role of 4 days in the office and 1 day working from home.
Expected start date from 1st April 2025
Further Detail On The Preston Associates
The Preston Associates was founded in 2003 in London by Tom Preston. It has now grown to a global scale with almost 60 coaches working internationally. The company is managed from the Head Offices in Knightsbridge, London where a team of 6 operational staff are based full time. With 1 additional member based in Romania.
TPA conducts 1:1 and Team coaching as well as larger Organisational Development Programmes. They also specialise in particular areas of coaching, including but not limited to;
* Family Business Coaching
* Resilience and Crisis Coaching
* Elite Business Performance
* Transition Coaching Expertise
* Diversity & Inclusion in Business.