Exec PA and Office Manager

Role Overview & Responsibilities

Executive PA and Office Manager | £35,000 pa | Five Ways, Birmingham

Penns Personnel are delighted to be assisting our prestigious client in their search for a an Executive Persona Assistant and Office Manager. We are looking for an experienced candidate who is highly organised and very professional. This role will encompass comprehensive administrative support to senior executives or managers, assisting them in managing their day-to-day tasks, schedules, and communications. The role also plays a crucial role in facilitating the efficient functioning of the office and supporting the MD's productivity. Main Duties will include:

Administrative Support:

• Provide comprehensive administrative support to the MD and other senior managers
• Managing calendars, scheduling appointments, making travel arrangements, handling correspondence, and managing confidential information with discretion.

Office Operation

• Oversee and manage day-to-day office operations, including managing office supplies, maintaining filing systems, managing incoming and outgoing mail, coordinating office maintenance and repairs, and ensuring smooth office workflow.

HR Co-ordination

• Ensure internal human resources functions for new employees runs efficiently, working on multiple projects at any one time.
• on-boarding new employee placing recruitment ads, arranging interviews.

Organisation

• Coordinate and organize meetings, including scheduling, preparing agendas, taking minutes, and arranging for audio/visual equipment, catering, and other logistics as needed.

Communication

• Serve as a primary point of contact for internal and external communication, including screening and directing phone calls and emails, responding to inquiries, and liaising with clients, vendors, and other stakeholders.

Travel

• Make travel arrangements for MD or other managers, including booking flights, hotels, and transportation, preparing travel itineraries, and managing travel expenses.

Other duties

• Assist with managing tasks and projects, including organising and prioritising tasks, tracking progress, and following up on deadlines to ensure timely completion.
• Maintaining accurate and organised documentation and record-keeping systems, including electronic and paper files, to ensure easy retrieval and compliance with company policies and procedures.
• Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Provide additional support as needed, including preparing reports, creating presentations, conducting research, and handling special projects as assigned by the MD.

Skills and Experience

• Bachelor's degree or equivalent; additional education or certification in office administration or related field is a plus.
• Proven experience as an Office & Executive Personal Assistant or in a similar administrative role supporting senior executives.
• Excellent organisational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to work independently, prioritise tasks, and meet deadlines in a fast-paced environment.
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal skills and ability to work well in a team-oriented environment.Professionalism, integrity, and a positive attitude.

Hours: 9 – 5 Monday to Friday

Salary: £35k per annum

Fully office based

This is a great opportunity to work in a lovely environment, with like minded genuine, hardworking people. We want to hear from you asap.

Job Types: Full-time, Permanent

Salary: £35,000.00 per year

Benefits:

• Company pension

Schedule:

• Monday to Friday

Education:

• Bachelor's (preferred)

Experience:

• Executive Assistant: 5 years (preferred)
• PA and Office Management: 5 years (preferred)

Work Location: In person