Junior Executive Assistant

4 months ago

London, United Kingdom Exa Full time

**Role Purpose**

Reporting to the EA & Office Manager this role is to provide exceptional secretarial & administrative support service for our London HQ. This role is based on-site at our London-HQ and is responsible for the smooth running off front of house and all associated requirements. The role will also assist the Office Manager & Executive Assistant as required.

**Key responsibilities**
- 1-1 support of specific members of the EXA Executive Team as delegated by the Office Manager & Executive Assistant to include diary management, travel arrangements and expense management.
- Answering all calls to the EXA main number, routing calls and taking messages as required.
- Managing front of house acting as the first point of contact for EXA, meeting & greeting guests.
- Managing internal meeting rooms, preparing refreshments, clearing meeting rooms.
- Ordering of catering for meetings as required.
- Monitoring EXA post and booking couriers.
- Ordering office supplies as required including stationery, refreshments.
- Liaising with IT department for any issues / queries with meeting room technology.
- Supporting the Office Manager & EA in internal and external company wide events.
- Arranging security passes and corresponding with building security to ensure all visitors and new starters are dealt with in a professional manner.
- Provide general admin support for the London office including raising PO’s, dealing with invoice queries.
- Develop and maintain an efficient documentation and filing system.
- Maintain and update the London HQ Office Management Bible.

**Individual Profile**
- Experience in a team secretarial or junior PA / EA role with experience in managing multiple calendars with challenging timelines
- Experience with Microsoft office - Word, Excel, PowerPoint, Outlook, Teams
- Strong planning and time management skills
- Positive demeanour and a ‘can do & pro-active’ attitude
- Excellent communication skills both verbal and written
- Organised & able to prioritise
- Ability to work in a fast paced and challenging environment
- Willingness to learn as the role evolves
- Experience with Concur preferable but not essential

**Our working environment**

We are committed to working in the location where we do our best work. As a small and growing company with great offices in great locations,

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