Executive PA and Office Manager - 12/14 Month Contract

Job Title: Executive PA and Office Manager - 12/14 Month Contract
Contract Type: Contract
Location: Woking, Surrey
Salary: £37000 - £40000 per annum + Good Benefits
Start Date: March
Reference: BB999909909/w_1517837576
Contact Name: Tanya Etheridge
Contact Email:
Job Published: February 05, 2018 13:32

Job Description

Executive PA and Office Manager - 12-14 Month Contract

Due to Maternity leave, my industry leading organisation is looking for an experienced Executive PA and Office Manager to look after two EVPs for up to 14 months.

You will also be responsible for overseeing the office facilities and administration team of two, who cover a variety of office management duties and reception as well as the support of visitors as required...


Responsibilities include the management of all executive level administration tasks including:

* Preparation of PowerPoint presentations to support sales and business development executives

* Provision of executive administration support to the , including making improvements to the standardisation/format of outgoing correspondence and ensuring consistency throughout

* Maintain appointment schedule and diary and compile correspondence/reports on behalf of the EVP

* Preparation of departmental statistical reports and handling of information requests

* Co-ordinate project based work and review operating practices, implementing improvements where necessary

* Prepare, proof read and edit all outgoing correspondence e.g. letters, memos, reports, tenders and all other documents

* Co-ordinate and schedule internal and external meetings, conference calls, diary appointments, reservation of meeting rooms and receive visitors where appropriate

* Attend meetings and compile, transcribe and distribute minutes of meetings

* Follow up action points with EVP to ensure items are actioned with agreed timeframes

* Plan, organise and follow up on invitations to business functions and events

* Maintain confidence and protect operations by working with a high level of confidentiality

* Co-ordinate travel arrangements, including bookings international travel and hotels

* Production of purchase orders and ordering of business cards for department members

* Processing visa applications

* Maintaining an up to date electronic filing system, particularly in relation to new business opportunities, current clients and external contact

* Involvement in the training of clerical staff, where required

* Ensure familiarity and conformance with Company and Corporate QA and Procedures Manuals in all aspects of day-to-day activities. Report any quality-related non-conformances as required by the QA Procedures.

* Attend exhibitions and conferences as and when required

* Be conversant with all internal electronic systems such as contact databases, appointment diary etc


 organising office maintenance and repair work;
 supervising the implementation of new office systems as and when required
 organising meetings and appointments
 supervising work of the Receptionists, including
 delegating work and workload planning
 monitoring the workload and work rate;
 conducting appraisals
 ensuring stationery, coffee machine and other consumable supplies are always ordered and restocked as required
 dealing with post, emails, faxes, etc.
 setting up/maintaining effective Admin filing systems as necessary
 liaising with members of the senior management team;
 dealing with office cleaning and washroom companies ensuring they fulfill their contractual obligations
 ordering office furniture as and when required

If you enjoy a busy and varied role, do not hesitate to apply now!