EA/Office Manager
We are seeking a highly organised and proactive EA/Office Manager to provide comprehensive secretarial, administrative, and operational support to Partners and Senior Staff. The successful candidate will play a key role in ensuring the smooth day-to-day running of the office, maintaining excellent client relationships, and supporting business operations across administration, facilities, people, marketing, and compliance.
Key Responsibilities
Executive and Administrative Support
- Provide full secretarial and administrative support to Partners and Senior Staff.
- Manage complex diaries, including scheduling and coordinating meetings and booking meeting rooms.
- Organise business travel arrangements, including transportation and hotel accommodation.
- Prepare and process expense claim forms for Partners.
- Summarise and process Partner timesheets.
- Answer telephone calls on behalf of Partners, take messages, redirect calls as appropriate, and maintain a professional telephone manner.
Client Relations
- Act as a first point of contact for clients, handling enquiries in person, by telephone, and via email.
- Build and maintain positive relationships with clients through professional and efficient communication.
Events and Marketing Support
- Research, organise, and coordinate corporate client entertainment events.
- Maintain and update the firm's contact database ("Namebook").
- Liaise with the Marketing Department regarding promotional materials, leaflets, and marketing initiatives.
Health & Safety
- Maintain workplace health and safety compliance.
- Maintain Health & Safety records and conduct regular safety checks
People Support
- Maintain records, documentation, and system information for the team.
- Support colleague onboarding, annual leave and absence administration.
- Engage with the Group's People Operations function when required for support and guidance.
Facilities and Office Management
- Oversee the day-to-day operation of the office.
- Liaise with contractors, suppliers, and service providers.
- Manage facilities-related matters and ensure office standards are maintained.
- Process and monitor invoices relating to office services and facilities.
- Oversee Administration Assistant
Key Skills and Experience
- Excellent organisational skills with the ability to manage multiple priorities effectively.
- Strong time management and multitasking abilities.
- Ability to build strong relationships
- Excellent verbal and written communication skills.
- High level of discretion and ability to handle confidential information securely.
- Strong problem-solving skills with the ability to respond quickly to changing priorities and office issues.
- Exceptional attention to detail.
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Personal Attributes
- Professional, approachable
- Self-motivated with the ability to work independently and as part of a team.
- Flexible and adaptable in a fast-paced environment.
- Strong interpersonal skills and a positive, can-do attitude.
