The Lettings Hub is an award-winning and innovative prop-tech company in the lettings industry. As we continue to grow and adapt to upcoming changes within our sector, we are seeking a creative and proactive Executive Assistant & Office Manager. This role is crucial in providing seamless support to the CEO while overseeing our office operations and fostering a positive internal communication culture.
If you thrive in a dynamic environment, excel at multi-tasking and prioritisation, and have a knack for managing budgets creatively, we'd love to hear from you.
Responsibilities:
1. Act as the primary point of contact for the CEO, maintaining open and consistent communication.
2. Provide personal and administrative support, including diary management, travel arrangements, meeting coordination, and external correspondence.
3. Manage calls, emails, and communications on behalf of the CEO with discretion and professionalism.
4. Prepare and proofread high-quality reports, PowerPoint presentations, and other documents.
5. Assist the CEO in collecting, analysing, and presenting data, ensuring clarity and precision.
6. Organise and attend Executive and Board-level meetings, ensuring accurate minutes and action points are documented and distributed promptly.
7. Lead the day-to-day management of office facilities, ensuring a well-maintained, functional, and welcoming work environment.
8. Undertake minor office maintenance tasks independently, such as assembling furniture, fixing equipment, or addressing basic repairs.
9. Oversee office supplies and supplier contracts, ensuring budget adherence and quality service.
10. Plan and supervise office maintenance and cleaning, including liaising with external providers when necessary.
11. Ensure the office complies with health and safety regulations, including conducting risk assessments and maintaining up-to-date safety policies.
12. Plan and deliver internal events and employee initiatives to enhance team culture and morale.
13. Collaborate with senior managers across various departments to support company-wide projects and initiatives.
14. Provide support to the People Manager on employee-related matters.
15. Creatively manage budgets for office supplies, events, and operational expenses.
16. Ensure the PAYE Settlement Agreement is regularly updated and document and submit office and CEO expenses accurately.
17. Regularly audit Salesforce data to ensure accuracy, consistency, and compliance.
18. Draft employment contracts for new starters and oversee the induction process.
Key Attributes:
1. Experience: Proven background as an Executive Assistant and/or in Office Management roles preferable.
2. Adaptability: Comfortable managing multiple tasks and switching focus regularly.
3. Creative Problem-Solving: Ability to think creatively to resolve challenges.
4. Attention to Detail & Strategic Thinking: A sharp eye for detail combined with the ability to assess the broader picture.
5. Strong Communication Skills: Exceptional verbal and written communication abilities.
6. Organisational Excellence: Confident in organising tasks, deadlines, and stakeholders.
7. Tech-Savvy: Proficient in Microsoft Office Suite and Microsoft Teams.
8. Time Management: Able to manage time effectively.
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