Office Manager and PA to Investment Team

Our Client

Our client is a well established boutique Investment Management firm, looking for an experienced Office Manager and PA, to work 5 days a week from their Central London office.

The Role

As Office Manager and PA, you will be reporting directly to the CFO, CEO and Deputy CEO, responsible for supporting the senior management team, organising travel arrangements, while also ensuring the smooth running of the office.

Responsibilities 

Office Manager

• Fulfil switchboard function and act as gatekeeper
• Meet and greet guests and suppliers
• Set up meeting rooms, fulfil hospitality requirements and organise meeting room diaries
• Deal with office related correspondence and queries
• Order stationery, office furniture and food supplies and keep stationery room and kitchen clean and tidy
• Liaise with suppliers and building manager
• Regularly check performance of office equipment and arrange services whenever necessary
• Oversee office refurbishment project and liaise with contractors
• General office maintenance (watering plants, buying flowers, opening post and deliveries, shredding, arranging couriers)
• Fulfil HR functions such as managing holiday and sickness records, updating company healthcare & pension scheme records
• Brief and provide induction for new employees
• Organise company meetings and events, identify suitable venues and budget management
• Organise gifts for staff members for special occasions
• Print literature for meetings
• Provide cover and assistance for other departments as requested

PA - supporting 7 members of the Investment Team

• Organise international meetings and managing diaries
• Assist with conference registration, meeting requests and remind members of various deadlines
• Arrange extensive international travel for investment and marketing teams (transport, accommodation, visas etc.)
• Keep accurate and comprehensive records of all travel details and related costs
• Obtain details for quarterly results presentations and add them to the relevant investment team member’s diary
• Respond to any queries in a timely manner
• Carry out specific research
• Maintain paper and electronic filing systems
• Develop and implement new administrative systems to increase efficiency
• Prepare monthly expenses and keep up-to-date record of all invoices

Reporting / management information requirements:

• Assist finance with quarterly deliverables, travel/office expenses, flight/hotel report.
• Assist investment team with quarterly results information

Relationships and contacts (internal and external)

• All the office staff
• Suppliers and service providers
• Brokers for conferences/presentations/results

Relevant experience, skills and knowledge

• Proven work experience as an Executive Assistant, Executive Administrative Assistant or similar
• Knowledge of office procedures – expenses, accounting etc
• Solid experience with MS Office (Word, Outlook, PowerPoint, Excel) and G Suite (email, calendar)
• Experience using office equipment, including printers, copiers, and scanners
• Strong communication skills (via phone, email, and in-person)
• Experience exercising discretion and confidentiality with sensitive information
• Excellent organizational skills with an ability to think proactively and prioritize work – organization, communication, and execution will be key
• High school education minimum; additional qualifications as Personal Assistant or Secretary as well as further education are highly desirable

Communications and interpersonal skills and other key competencies

• Strong organisational skills
• Resourceful and ability to problem-solve
• Ability to prioritize and multitask
• Ability to communicate at all levels of the organization, including senior management & clients
• Attention to detail;Interest in financial services
• Proactive and self–motivated
• Able to work in a team environment
• Confident and enthusiastic in approach

The Benefits

• You will receive a highly competitive salary, plus bonus and pension contributions.
• 25 days holiday plus bank holidays
• Discretionary bonus percentage between 10%-20% of the basic salary
• Pension Contribution
• Healthcare and life insurance
• Free Fruit 
• Team nights out
• This is a role where you will be required to work from their office in London, 5 days a week from 8.30am to 5pm.