Office Manager/Personal Assistant

Personal Assistant & Office Manager - Permanent, Canary Wharf

Hours: 40 per week, Monday to Friday

WFH: Once per week, on a Friday

Duties & Responsibilities

• To support the People Director, Director of Business Operations and Director of Property & Asset Management.

• Reporting into the Executive Assistant and acting as the line manager's first point of contact with people from both inside and outside the organisation.

• Overall management of 3rd floor meeting rooms and general office environment

• Management of BAML Head Office vendor relationships ensuring the most cost-effective contracts are in place, and service agreements are adhered to

• Champion an environmentally friendly office, reducing the company’s carbon footprint

• Providing a safe and pleasant user-friendly (and sustainable) office environment. Act as Fire Marshall and First Aider for the 3rd floor, pro-actively ensuring that the company complies with H&S and Fire legislation, ensuring all required assessments, monitoring and remedial action and records are undertaken

Administration for the People Director, Director of Business Operations and Director of Property & Asset Management:

• Diary management

• Email monitoring and taking action as necessary

• Screening phone calls, enquiries and requests, and handling them when appropriate

• Organising meetings and events

• Document preparation, including reports, briefings, correspondence, PowerPoint presentations, etc

• General administrational duties such as maintaining efficient electronic and paper filing systems, drafting minutes & typing agendas, post (incoming/outgoing), photocopying, and any other ad-hoc tasks

Personal Responsibilities:

• Take responsibility for the implementation of initiatives within own sphere of duties

• To prioritise and organise own workload to be able to deliver against deadlines

• Organise staff engagement activities including social evenings and breakfast talks

• Ensuring coordination and support with staff inductions and onboarding

• Organising the office layout, maintaining the office condition and regular maintenance and repair of office equipment, as required

• Checking inventory on regular basis and ordering office supplies (stationery, refreshments)

• Project managing events such as Team Awaydays, hosted meetings, offsite meetings and conferences, and staff parties

• Ad-hoc support to the wider BAML Head office teams

Skills, Experience & Qualifications

• Experienced ‘hands on’ Personal Assistant and Office Manager who can work on their own initiative and effectively with a wide range of colleagues, associates and contractors

• Experience in the preparation and editing of Board papers and associated documents

• Experience of producing effective minutes / agendas

• Excellent organisational, management, presentation, communication, multi-tasking and interpersonal skills are essential

• Be fully proficient in all Microsoft Office programs (including Word, Excel, Powerpoint & Outlook)

• Able to prioritise a busy workload whilst maintaining attention to detail

• Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems

Ballymore operates as an equal opportunities employer