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Office Manager and Executive Assistant

2 months ago

London, UK, United Kingdom Platform Media Full time

The Office Manager and Executive Assistant will be required to wear multiple hats. They will take responsibility for the efficiency of our office operations both physically and virtually and provide direct, high-level support to the CEO, COO, and other senior executives.

Main Duties & Responsibilities:


Office Management

  • Organising, maintaining, and developing remote office infrastructure and records to ensure the smooth running of the business
  • Organising, maintaining, and continually looking to improve the daily operations of the physical office environment and its functionality.
  • Management of the office meeting room bookings and physical office access.
  • Management of office supplies, equipment, inventory, orders, and budget.
  • Implementation and oversight of policies and procedures under the supervision of the COO
  • Main liaison with service providers (Workspace building management, Cleaning contractors, Maintenance, IT)
  • Ensure all mail, deliveries, and storage are managed safely and promptly.
  • Organise internal and external meetings/activities, working in collaboration with company committees and/or Head of People(e.g.: staff meetings, staff socials; in house staff training, other events) (online and in person)


Executive Assistant

  • Support Senior leadership Team with meeting arrangements, travel arrangements, Minute taking, weekly reporting, and any follow-up actions/meetings when required.
  • Document production e.g. Agendas, materials, presentations, letters, and minutes/actions notes.
  • Executive support for the CEO e.g. diary management, organising meetings, email inbox management, and liaising with internal and external stakeholders.
  • Assist with handling confidential information and documents, and managing special projects when assigned by the CEO and SLT. e.g. support CPO with any data collection required for accounting reports etc.
  • Support COO with staff training requirements and health & Safety regulations.
  • Support Head of People with HR administration e.g. holiday and sickness records, on/off-boarding, appraisals, and HR filing
  • Recruitment support including schedules, advertising; the main point of contact for applicants, and interviews
  • Yearly policies review and update as necessary including health and safety, HR, and governance under the supervision of the COO and Head of People.


Communication

  • Communicating company-wide as and when required.
  • To actively participate in meetings both internally and externally when required.
  • To actively work with the senior leadership team to seek out ideas for improvements, feedback, and suggestions for development.
  • Maintain a positive, caring, enthusiastic, and engaging approach, while always aspiring for both you and your team to be the best at what we do.
  • Work closely with the COO to organise and maintain the correct comms flow for line managers.
  • Support with the organisation of monthly company updates (in person/on Zoom on a bi-monthly rotation),
  • Promote the company internally, always maintaining a positive company culture.


Health & Safety

  • Keeping ourselves and our colleagues safe is paramount, and we expect you to adhere to all company policies and guidelines and lead by example.
  • Ensure all the 21Six Platform Ltd team are trained to handle an emergency in line with Company Fire and Health & Safety procedures.
  • To promote and encourage environmental improvement initiatives as appropriate within the business and in line with company requirements.


General Accountabilities

  • To be flexible in your work and assist colleagues when required.
  • To show commitment to all company values in all aspects of your role.
  • To act as a positive ambassador for the business.
  • Identify realistic but challenging self-development needs and take full responsibility for your own learning & development.
  • To attend to any reasonable request made by the management and the Board.
  • Undertake any other reasonable task and carry out specific projects requested by management.


Skills and Experience

  • Proven experience in office management, executive assistance, or a similar administrative role.
  • Experience in using Microsoft office/G-Suite.
  • Strong written and verbal skills
  • Impeccable organisational skills with the ability to multitask and prioritise in a fast-paced environment.
  • Knowledge and experience in ensuring organisational processes align with GDPR and the Data Protection Act.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Self-motivated, proactive, outgoing individual with the confidence to be at the center of the office environment.
  • Basic desktop research skills.
  • 3 years + in office management and/or executive support.
  • Experience working in a media, production, or creative industry is a bonus.


Salary: £30-£35k