We are seeking a proactive and highly organized Office Manager & Executive Assistant to support our Managing Director and ensure smooth operations within our office. This role requires a versatile individual who can manage office administration, IT requirements, compliance, marketing, and executive support.
Key Responsibilities:
Office Management & IT:
- Assist the Managing Director (MD) and shareholders with office and building-related queries.
- Oversee office and IT requirements, ensuring efficient management and resolution of issues.
- Implement and manage business and IT changes within the office.
- Manage office supplies, equipment, and budgets, ensuring cost-effectiveness.
Executive Support:
- Manage the MD's inbox, calendar, and personal requests, ensuring timely responses and scheduling.
- Arrange meetings, manage holiday calendars, and prepare monthly management meetings with detailed minutes.
- Provide PA support including diary management and ad-hoc tasks for the MD.
Reporting & Data Management:
- Prepare and develop the monthly sales presentation and various business reports.
- Monitor and report on key business metrics, including sales figures, timesheet submissions, and LinkedIn usage.
- Manage and maintain the Bullhorn database, conducting regular checks and pulling necessary reports.
Compliance & HR:
- Assist in providing an active compliance service, ensuring adherence to client and candidate regulations.
- Support onboarding and offboarding processes, including setup of office supplies, systems, and IT access.
- Keep client and candidate information up to date, ensuring compliance with current legislation.
Marketing & Social Media:
- Manage the Clearwater website and social media platforms, ensuring content is professional and engaging.
- Produce marketing materials and analyze data from various platforms to optimize engagement.
Event Coordination:
- Organize company events and conferences, including booking transport, accommodation, and presenting proposals.
- Serve as the main point of contact during company events and job fairs.
Accounting Support:
- Assist with sales and pay invoices, contractor runs, and client setups.
- Handle payment queries and track delivery deals.
Skills & Experience Required:
- Demonstrated initiative, motivation, and a commitment to assigned tasks.
- Discretion in handling confidential and HR matters.
- Excellent interpersonal, organizational, and IT skills.
- Strong written and verbal communication skills, with a focus on professionalism.
- Problem-solving abilities and adaptability in a fast-paced environment.
- Experience in office management, IT systems, and database management.
- Understanding of Clearwater values and a commitment to the success of the firm.
Please apply as directed!