PA to MD / Office Manager - Beauty 12 month FTC


Responsibilities/Key Tasks:


Office Management:


✓ Manage temp receptionist; day-to-day tasks, arrange cover absence, weekly timesheet sign off and point of contact for Office Angels.


✓ Manage suppliers for day-to-day office management & servicing - cleaning, repairs, catering facilities, security, stationary, courier, plants/flowers, air conditioning etc. Liaise with building management when required.


✓ Raise PO's and monitor budget for all office management services.


✓ Monitor Health and Safety - member of the UK health and safety committee, reporting for audits, issue policy updates, update risk assessments, monthly/annual inspections, update documentation, organise servicing, liaise with external H&S advisor on risks/matters.


✓ Place stationary orders and organise print materials.


✓ Organise staff gifting - Christmas, long service, occasions etc.


✓ Manage meeting room bookings/diary conflicts.


✓ Organise welcome breakfasts and help plan inductions for new starters.


✓ Keep reception area and general office presentable.


✓ Member of the social committee - organise events such as Christmas party, social gatherings.



✓ Ambassador for Look Good Feel Better - organise office product sales and fundraising events.


PA:


✓ Diary management and organising meetings; weekly 1-2-1's with direct reports, Leadership Team meetings, regular updates with HQ Leadership, retailer meetings, events and key dates: brand alignment, business reviews, board meetings, market visits, conference, etc.


✓ Help communicate strategy and requests from MD to wider team.


✓ Produce communications and coordinate documents for and on behalf of MD; both internal and external.


✓ Arrange travel bookings for MD & LT


✓ Process expenses for MD JOB DESCRIPTION


✓ Log an agenda and minutes for each weekly Leadership team meeting, with follow up.


✓ Organise all retailer strategy meetings - twice per year


✓ Organise staff conference (agenda, presentations, venue, attendance, gifting, entertainment)


✓ Organise UK business reviews - help collate presentations, project manage timelines for LT, work with editor, plan an agenda, organise store visits, liaise with other markets & PA's, organise catering/dinner/lunch bookings, organise travel/taxis/accommodation booking.


✓ Coordinate legal documentation in collaboration with the Finance & Admin Director.


✓ Arrange memberships and subscriptions for key industry bodies, and coordinate attendance at key events.


✓ Arrange MD personal appointments and facilitate ad hoc requests.


REQUIREMENTS FOR THE ROLE Essential Experience:


✓ PA & diary management


✓ Office management


✓ Ability to handle confidentiality


✓ Ideally previous experience in the beauty/retail industry


✓ Ideally experience with Health and Safety Skills & Competencies:


✓ Highly organised, with strong prioritisation and time management skills


✓ Keen attention to detail


✓ Drive & ability to work using own initiative


✓ Flexibility and adaptability


✓ Strong communication skills


✓ Assertiveness


✓ MS Office proficiency (especially Outlook and Excel to intermediate level)


Desired qualifications: ✓ IOSH / NEBOSH accredited qualification ✓ First Aid Certificate ✓ Fire marshal Certificate

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 explaining how we will use your information is available on our website.

To speak to a recruitment expert please contact Amy Aitken