Guardian Jobs 2023 – Office Manager

About the job

Altair Consultancy and Advisory Services Ltd

About The Role

The PA/Office Manager will primarily be responsible for managing the diary and requirements of the CEO and the London office.

As PA to the Chief Executive your role will be high profile, liaising with clients and internal colleagues alike. In this role you will report to the Chief Executive.

The Office manager role combines responsibilities for the office facilities and office administration. Reporting to the Finance Director and Company Secretary, you will have a high level of independence.

Understanding and working through priorities of this joint role is important.

Responsibilities will include:

PA Role

• Schedule meetings and appointments
• Manage travel & hotel bookings
• Book meeting rooms
• Set-up virtual meetings via Microsoft Teams
• Use a range of Office software, including email, spreadsheets, and databases
• Organising meetings including setting agendas, taking minutes and records including actions tracking
• Provide general support to visitors including booking lunches and providing refreshments
• Proofread corporate documents

Office Facilities

• Maintain the condition of the office and arrange for necessary repairs
• Ensure stock levels are maintained for all office administration supplies, including but not limited to; kitchen and cleaning supplies
• Manage contract and price negotiations with office vendors and service providers
• Ensure that all facilities-related matters are resolved in a timely manner and maintain all related contracts
• Manage and communicate with the office cleaning services
• Arrange regular testing for electrical equipment and safety devices
• A certain level of flexibility regarding availability outside normal working hours may be required to attend events and meetings.

General support/administration

• Ensure online filing is maintained, records kept etc.
• Assist in formatting reports and producing reports for presentations
• Ensure that data protection laws are being adhered to in relation to the storage of data, and review and update policies
• Take responsibility for Health and Safety policy and ensure all associated documentation is maintained
• Take responsibility for fulfilling the role of Fire Marshal
• Monitor the [email protected] inbox