Executive Assistant and Office Manager

  • Location
    Edinburgh, City Of Edinburgh
  • Category
    Admin. Secretarial and PA - Executive Assistant
  • Contract Type
  • External Reference
  • Salary

Office Angels are currently recruiting on behalf of our client for an Executive Assistant and Office Manager. This is a full-time role located in Edinburgh. Office Hours are 9.00am - 5pm Monday to Friday. Salary is up to £25,000 per annum, depending on experience.

Job Description:

The successful candidate will act as the main business support for this small but friendly team made up of four partners. You will have a friendly and out-going personality with a natural ability to prioritise the workload.

This is a very important role within the company as you will be the first point of contact (although they don't have many visitors), you will manage diaries, travel, the meeting rooms, arrange events, order stationery and office consumables, look after the facilities to ensure the office runs smoothly. You will also support their cyber security policy so must be switched on with IT and you will look after their website, update social media etc.

The role will develop over time, the more capability you show, the more they will give you to do. Eventually you will take on someone to support you as the company grows.

General Responsibilities & Duties:

  • Providing full business support for a small team;

  • Providing diary management across multiple time zones, coordinating internal and external meetings, conference calls and video conferences;

  • Setting up meeting rooms and arranging refreshments for accordingly;

  • Planning and booking frequent travel itineraries, both domestic and international;

  • Managing monthly expense reconciliations;

  • Managing and updating the company website, social media platforms as well as experience in managing google documents and integrating mail/mail mergers;

  • The occasional coordination and management of high level events within the UK, Europe and internationally;

  • Serve as an effective gatekeeper, ensuring telephone calls and queries are handled promptly and courteously and ensuring messages are forwarded in a timely manner;

  • Comfortably handling ad-hoc support in the office, liaising with suppliers and contractors and arranging couriers, deliveries and meeting guests as required;

  • Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries;

  • Developing and maintain filing and retrieval systems; recording meeting discussions;

  • Organising and audits the company's IT systems, databases, and procedures;

  • Providing administrative support for the partners as needed;

  • Maintaining customer confidence and protecting operations by keeping information confidential;

  • Maintaining office supplies inventory; and

  • Responsible for communications in the office

  • Ensuring operation of equipment by completing preventive maintenance requirements.

Experience Required:

  • Previous experience essential

  • A self-starter capable of managing a growing and dispersed team;

  • Pro active work ethic;

  • Personable and comfortable working both as part of a small, dedicated and highly motivated team as well as working on own when partners are travelling;

  • A friendly team player, willing to assist in all areas of office life;

  • Unflappable - work well under pressure;

  • Honest, trustworthy and ethical;

  • Highly energetic, motivated and dependable;

  • Possess excellent communication skills;

  • Patient and resourceful in solving problems; and

  • A fast learner who enjoys a challenge and approaches all situations with a can-do attitude.

Whilst we'd love to get back to every applicant personally, it isn't always possible and sadly we cannot provide individual feedback. If you are interested in this role and wish to be considered please click apply!

This vacancy is being advertised on behalf of Office Angels who are operating as an employment agency. Office Angels are an equal opportunities employer.

**If you are currently registered with Office Angels and interested in this role please contact your consultant directly by email**

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser: https://www.office-angels.com/candidate-privacy

To speak to a recruitment expert please contact Edinburgh Office