Team PA - Central London, United Kingdom - Angela Mortimer Plc - International Division

    Angela Mortimer Plc - International Division
    Angela Mortimer Plc - International Division Central London, United Kingdom

    1 month ago

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    Description

    Team Executive Assistant - Boutique Finance Company

    Established in the West End

    Flexible working arrangements available

    Choose between 8.30am-5.30pm or 9-6pm shifts

    Key Responsibilities:

    • Act as the primary point of contact for the team
    • Organize intricate travel arrangements in collaboration with travel agencies
    • Coordinate flights, visas, hotels, and ground transportation for the team
    • Schedule and manage in-person meetings, video calls, and booking of meeting rooms
    • Handle team diary management
    • Develop and maintain holiday/contact databases and company records
    • Coordinate internal and external events
    • Organize yearly investor meetings abroad
    • Manage invoice follow-ups, filing, and administrative database maintenance
    • Collaborate closely with the Executive Assistant to the CEO as required

    Office Management:

    • Supervise day-to-day office operations to enhance the work environment continuously
    • Maintain a clean, well-equipped, and orderly office space
    • Manage vendor and supplier relationships and contracts (cleaning, building management, office supplies)
    • Ensure a secure office space compliant with Health and Safety protocols (PAT testing, First Aid, Fire Wardens)
    • Plan and oversee the office budget
    • Lead IT support, overseeing service provider support and contracts, equipment, and software/systems management
    • Procure office supplies and refreshments
    • Process travel insurance claims, manage travel expenses, and invoice collection
    • Oversee the Carbon Neutral project and gather data for submission
    • Handle personal expense preparation and reimbursement data for Partners and team members
    • Assist with project tasks as necessary
    • Communicate with office management, reception, cleaners, contractors, and escalate issues
    • Schedule maintenance and repair tasks

    The suitable candidate:

    • Experienced Team Assistant with some Office Management exposure
    • 2-3 years of Team Assistant background, preferably in boutique finance
    • Company willing to mentor, train, and support a junior candidate

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