Assistant Office Manager

Our client is a financial services firm looking to hire an Assistant Office Manager on a 12-month contract to assist the Office Manager with the project management refit of an additional floor of their office.

Salary - £55,000 + bonus and fantastic benefits 25 days holiday

Hybrid working - 4 days working in the office and 1 days working from home

Amazing modern offices, great culture!

Hours: 9am to 5.30pm Monday to Friday.

Assistant Office Manager duties:

• Maintaining relations with the building landlord, external suppliers and IT relations.
• Supporting the Office Manager with project managing the additional floor refit and design. This will include attending meetings with the Office Manager and the chosen Office Fit Out and Refurbishment Specialist company, taking notes and following up on actions from each of these meetings, ensuring any information and/or tasks required are completed ahead of the next meeting.
• Assisting the Office Manager with the relocation of staff to the new floor - ensuring all furniture, IT equipment and desk numbers/allocations are accounted for.
• Using Excel spreadsheets to record information ahead of refit meetings, including desk floor plan, furniture items ordered, costing, keeping tabs of to do list, and managing snag list
• Assisting the Office Manager with the arrangement of meetings for the company’s London staff e.g. mid-year reviews or any HR meetings and booking rooms for these meeting.
• Assist with staff onboarding tasks for example drafting bios, calculating annual leave, sign up for requested and approved subscriptions
• Assisting with personal PA duties for the Founder as directed by Office Manager for example reviewing invoices, making phone call enquiries, booking reservations.
• Liaising with suppliers and subscription providers.
• Assisting with the overflow of booking complex international travel arrangements and itineraries for members of the London office.
• Preparing documentation/reports for meetings using Word, Excel and PDF.
• Formatting documents, including highly sensitive information.
• Processing expenses and invoices.
• Organising logistics for meetings and video conferences.

Assistant Office Manager profile:

• Have experience of doing Office Manager or Office Manager/Executive Assistant duties
• Be extremely organised, able to multi task and proactive
• Be one step ahead and be able to pre-empt any issues, manage them to avoid a problem occurring
• Be proactive and able to use your initiative
• A good team player with a flexible, "Can-do" approach
• Have excellent communication and interpersonal skills with the confidence to liaise at all levels
• Be confident with MS Excel for example intermediate level Excel