Personal Assistant to CEO/ Office Manager

3 days ago

Cambridge, United Kingdom Academicis Full time
Job Description

JOB OVERVIEW


We are excited to offer a fantastic opportunity for an Office Manager/Personal Assistant to join our growing team. In this role, you will provide essential support to the Chief Executive Officer, handling daily tasks across multiple departments, including Operations, HR, Finance, and general administration.


As the key figure in the office, you will serve as the go-to person for the team, addressing any issues that arise—whether it's a serious matter like resolving an IT problem to keep the business running smoothly or something more straightforward like purchasing stationary for the team.


As the CEO’s PA, you will be entrusted with significant responsibility, and maintaining confidentiality is of utmost importance. You will work on a one-to-one basis on a variety of tasks related to both the CEO’s working and personal life (75/25% split), whilst also collaborating with the broader team. This role demands strong multitasking and the ability to effectively prioritise your workload.


To be successful in this role, you will need proven experience as a personal assistant, proficiency in MS Office, and excellent verbal and written communication skills, particularly as our clients operate in the education sector. Also please note that one of the responsibilities of this role includes caring for the CEO’s dog when he isn’t in the office, so being comfortable with dogs is a must.


Key Responsibilities:


Personal Assistant to CEO

  • Managing the CEO’s diary and ensure his time is managed effectively
  • Booking travel and accommodation – i.e. hotels, restaurants etc 
  • Researching clients and creating pitch notes for sales meetings
  • Creating client contracts using DocuSign
  • Proof reading client emails
  • Carrying out various ad-hoc personal errands for the CEO, which may include tasks such as:

o  managing car maintenance – servicing, tyres 

o   handling his dry cleaning etc

o   booking personal hotels, restaurants 

o   presents, parties, gifts 

o   ensuring he attends, parents evenings, school productions, parents evenings etc (The CEO has eleven-year twins)


Administrative & Office Management:

  • Serving as the main point of contact for the office; maintaining a well-organised, clean, and functional working environment.
  • Ordering stationery and supplies for interviews
  • Managing other office supplies and inventory ensuring equipment and furniture in the office is fit for purpose and safe
  • Answering the office phone and screening and directing all calls
  • Acting as a central keyholder, managing security and access protocols.
  • Liaising with the landlord and other tenants on anything such as utility bills etc
  • Maintaining fire safety standards within the building
  • Overseeing equipment including mobile device management and laptops
  • Assisting in planning and implementing company projects and events.
  • Managing weekly meetings, including the creating powerpoint slides
  • Maintaining the kitchen area


Financial Tasks:

  • Managing the accounts including collating of all business receipts and invoices for the bookkeeper, and supporting with quarterly VAT return
  • Processing and monitoring all sales invoices
  • Providing daily invoice payment updates and chasing late payments
  • Keeping on top of any salary changes and creating draft payroll emails for the CEO


HR & Personnel Tasks:

  • Assisting with limited HR tasks including managing staff personnel data, handling expenses, and processing employment references.
  • Managing new starter onboarding, induction training, and staff exit procedures.
  • Assisting with planning of staff travel arrangements.
  • Keeping the business policies and procedures up to date.
  • Maintaining the business Annual leave system and Sick records
  • Ordering and managing DBS certificates 
  • Keeping up with staff birthdays and celebrations


CANDIDATE REQUIREMENTS

  • Strong organisational skills and the ability to work efficiently
  • Excellent written and verbal communication skills
  • Excellent secretarial skills
  • Strong interpersonal skills (and a good sense of humour)
  • Excellent attention to detail
  • Some knowledge of business functions and principles i.e. HR, Sales, Marketing and Accounts
  • Good computer/IT skills in Microsoft Office including Word, Excel and Googlesheets
  • Passion for providing first class service and proactive nature
  • Experience as a Personal Assistant is desirable but not essential
  • Experience as an Office Manager/Administrator is desirable but not essential
  • Knowledge of Sage is desirable but not essential
  • NB: The CEO has a dog so if you are not comfortable around dogs this may not be a good fit for you. 
  • NB: This is a 8.30 - 5.30, 5 day a week role, located in offices in Ickleton, Cambridge

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