Executive Assistant & Office Manager to the Founder & CEO

Job description:Executive Assistant & Office Manager to the Founder & CEOAbout the OpportunityWe are an ambitious, customer-focused company with exciting plans for continued growth across the United Kingdom.We are looking for a highly organised, professional and motivated individual to join our team as Executive Assistant & Office Manager to the Founder & CEO.This is an important position within the business. The successful candidate will work directly alongside the Founder & CEO while also taking responsibility for the day-to-day management and smooth running of the office.We are looking for someone who wants more than simply an administrative role. This is an opportunity to become a trusted member of the business, take ownership of the office environment and operations and develop a long-term career as the company continues to grow.The RoleAs Executive Assistant & Office Manager, you will have two key areas of responsibility:1. Providing high-level executive and administrative support to the Founder & CEO.2. Taking responsibility for managing the office and ensuring its day-to-day operations are organised, efficient and professional.You will be expected to take ownership of the office, coordinate priorities, support colleagues and ensure that the working environment and administrative functions of the business operate effectively.This is a position of trust and responsibility. The successful candidate must be confident working independently, using their initiative, making sensible decisions within their responsibilities and escalating important matters to the Founder & CEO when appropriate.Key ResponsibilitiesOffice Management & OperationsA major part of this position is responsibility for the effective day-to-day management of the office.You will be expected to:Take responsibility for the day-to-day running and organisation of the office.Ensure the office operates efficiently, professionally and to a consistently high standard.Coordinate daily office activities and administrative priorities.Support and coordinate office-based staff and liaise effectively with remote staff where required.Ensure tasks, deadlines and operational requirements are followed through.Maintain an organised, professional and welcoming working environment.Identify problems or areas requiring improvement and take appropriate action.Ensure company procedures and operational standards are followed.Coordinate with suppliers and other business contacts as required.Ensure office records, documentation and administrative systems are maintained accurately.Support the Founder & CEO with business planning and operational improvements.Help ensure company objectives and operational targets are achieved.Take ownership of day-to-day office issues and escalate significant matters to the Founder & CEO when appropriate.Proactively identify what needs to be done next, take initiative and prioritise tasks independently, rather than relying solely on the Founder & CEO to provide instructions or allocate work.The successful candidate must be comfortable accepting responsibility and accountability for the smooth running of the office rather than simply assisting with office administration.Executive SupportWorking directly with the Founder & CEO, you will:Provide high-level executive and administrative support.Manage diaries, appointments and meetings.Manage and assist with business correspondence.Prepare reports, presentations, meeting agendas and meeting minutes.Prioritise tasks and help ensure important deadlines are achieved.Maintain organised records and documentation.Follow up on actions and commitments arising from meetings.Assist the Founder & CEO with the organisation and coordination of business priorities.Handle sensitive and confidential information with complete discretion.Customer ServiceYou will help ensure the company maintains excellent standards of customer service by:Responding to customer enquiries professionally by telephone, email and in person.Building positive relationships with customers and stakeholders.Ensuring customer enquiries and issues are followed through appropriately.Helping maintain excellent relationships with existing customers.Supporting customer satisfaction and retention.Helping ensure the team coordinates effectively with customers, maintains clear communication and provides appropriate feedback and updates to the Founder & CEO.Representing the company professionally at all times.Sales & Business Development SupportYou will support the Founder & CEO and wider business by:Assisting with sales administration and business development activities.Helping identify and develop new business opportunities.Supporting customer growth and retention initiatives.Maintaining accurate records relating to customers and opportunities.Following up on agreed actions where required.Communicating professionally with customers, suppliers and business partners.Finance AdministrationWorking alongside the Founder & CEO, you will support and oversee day-to-day finance administration, including:Preparing and organising financial paperwork and records.Monitoring invoices, payments and outstanding accounts.Maintaining and reviewing expense records.Supporting financial administration and reporting.Ensuring financial records and documentation are accurate, organised and kept up to date.Liaising with the company’s accountant or other financial professionals where required.Identifying any outstanding financial administrative matters and bringing these promptly to the attention of the Founder & CEO.Training will be provided where required.Human Resources & Staff AdministrationYour responsibilities will also include:Supporting recruitment administration.Assisting with the onboarding of new employees.Maintaining accurate and confidential employee records.Supporting HR administration and company procedures.Coordinating office-based and remote staff requirements where appropriate.Ensuring relevant documentation is completed and maintained.Responsibility for the OfficeThe successful candidate will become the key person responsible for managing the office on a day-to-day basis.You will be trusted to ensure that the office remains organised, professional and efficient and that staff, administrative requirements and operational priorities are appropriately coordinated.While you will report directly to the Founder & CEO, you will be expected to use your own initiative, make sensible day-to-day decisions and ensure matters within your responsibilities are followed through to completion.Confidentiality & TrustThis position requires a very high level of trust, integrity and discretion.You will have access to confidential information relating to the company, its employees, customers, finances, Founder & CEO and Directors.You will therefore be expected to maintain strict confidentiality at all times and never disclose confidential information to unauthorised persons during or after your employment.Person SpecificationWe are looking for someone who demonstrates:A professional, positive and enthusiastic attitude.Excellent organisational and time-management skills.Strong communication and interpersonal skills.High levels of honesty, integrity and discretion.The confidence to take responsibility for managing an office.The ability to coordinate people, priorities and day-to-day activities.The ability to work independently and use initiative.The ability to prioritise effectively and meet deadlines.Strong attention to detail.Excellent customer-service skills.Confidence communicating with customers, suppliers and colleagues.The ability to remain calm and professional under pressure.A willingness to learn and develop professionally.The ability to adapt quickly as the company grows.The ability to maintain confidentiality at all times.A genuine commitment to contributing to the growth and success of the business.The successful candidate will also be expected to maintain a professional and presentable standard appropriate to a customer-facing office environment, as they will be an important representative of the company and a key point of contact within the office.Working HoursMonday to Friday9:00am to 5:30pmThis is an office-based position.Salary & BenefitsSalary: £30,000 per annumBenefits include:20 days’ annual leave plus UK Bank Holidays.Free on-site gym.Training, mentoring and ongoing support.Opportunity to work directly with the Founder & CEO.Exposure to office management, executive support, operations, HR, finance, sales and customer service.Opportunity for long-term career development and progression within a growing company.Career DevelopmentThis position offers an excellent opportunity for someone who wants to develop into a trusted and important member of a growing organisation.As the company grows, there will be opportunities for the successful candidate to take on greater responsibility and continue developing their skills across office management, operations and wider business management.Our ExpectationsWe are looking for someone who takes pride in their work and wants to become part of our long-term journey.The successful candidate will be expected to work hard, demonstrate initiative, take ownership of their responsibilities and maintain high professional standards.This is not simply an administrative support position.The successful candidate will have genuine responsibility for managing the office, coordinating its day-to-day operation and ensuring that it runs efficiently and professionally, while also acting as a trusted Executive Assistant to the Founder & CEO.For the right person, this is an opportunity to become a key member of the business and develop a long-term career as the company continues to grow.