Executive Assistant / Office Manager circa £45k

Executive Assistant / Office Manager

Dynamic boutique consultancy with a strong presence both in Paris and London are looking for a dynamic, degree educated Executive Assistant and Office Manager to complement their small, European focussed team. Ideally this candidate will have a good level of French and to have lived and worked in Europe/worked closely amongst Europeans in London to understand the culture well.

There is a collaborative culture in the office, a great team spirit, passion and dedication across the team. The PA/Office Manager will be given tremendous autonomy and will be rewarded well for their success in the role.

Executive Assistant / Office Manager tasks will include:

  • Office Management
    • Reception (in person and by phone): clients, candidates, suppliers
    • Organisation of the London office day-to-day life: supplies, mail, maintenance of the premises, etc.
    • Relations with the external suppliers: cleaning, lessor, etc.
    • In charge of IT, relation with the IT supplier / hotline on the network issues
  • Executive Assistant:
    • Diary Management
    • Organisation of meetings
    • Organisation of trips
    • Management of mail and emails
    • Expense reports
    • And all other tasks that can help the activity, the consultants, and improve the service to the clients
  • Administrative and financial management
    • Client invoicing and follow-up of payments
    • Follow-up of expense invoices and payment
    • Follow-up of the finances (bank accounts)
    • Preparation of accounting reports (Quickbooks)
    • Preparation of salary information, and payment of salaries
    • Set up and follow-up of various reports (budget, etc.)
    • Relations with suppliers: accountants, lawyers, insurance, etc.
  • Assignments
    • Organisation of meetings and  presentations
    • Organisation and follow-up of meeting with clients and business development prospects
    • Follow-up of schedules (team meetings at the start and at the end, weekly
    • Database management

Ad hoc projects include:

  • Design of Christmas cards, update of recipients lists and sending
  • Event organisation
  • Maintenance, update and evolution of the website
  • Drafting of the marketing documents

The role would suit a degree educated Executive Assistant who has operated in a client centric, professional services environment.

Skills and personality:

  • Very rigorous and organised
  • Energetic, willing to get involved
  • Attention to business issues and confidentiality
  • Very good contact with high level executives
  • Versatility, autonomy, common sense, initiative
  • Good communication skills and team player
  • Able to handle stress and demanding environment
  • Totally trustworthy and reliable
  • Highly confidential

 

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