KINGS OAK CAPITAL
Executive Assistant / Personal Assistant / Office Manager
Location: Harrow-on-the-Hill
Salary: Up £40,000 (depending on experience)
Working Hours: Monday to Friday, 8:30am–6:00pm
Working Arrangement: Fully office-based, 5 days per week
Employment Type: Permanent, Full-Time
Additional Requirement: Occasional out-of-hours support may be required
About Kings Oak Capital
At Kings Oak Capital, we believe in fostering creative minds and creating opportunities for people to maximise their potential.
We are a growing, values-driven organisation committed to operating ethically and sustainably while creating a collaborative and professional working environment.
We are looking for a highly organised, proactive and experienced Executive Assistant / Personal Assistant / Office Manager to provide comprehensive support to the CEO and senior leadership team while ensuring the smooth and efficient running of the office.
About the Role
This is a varied, high-responsibility position combining:
- Executive Assistance
- Personal Assistance
- Office Management
- Project Coordination
- HR Administration
- Board and Senior Management Support
The successful candidate will be a key point of coordination across the business. You will need to be highly organised, discreet and proactive, with the ability to anticipate requirements, manage competing priorities and ensure that actions and deadlines are followed through.
The balance of responsibilities will vary depending on business and executive priorities, so this role would suit someone who enjoys a varied and fast-paced working environment.
Key Responsibilities
Executive Assistance
- Manage the CEO's and senior management's diaries and appointments.
- Coordinate internal and external meetings.
- Prepare agendas, meeting papers and supporting documentation.
- Attend Board and senior management meetings.
- Take accurate and professional meeting minutes.
- Circulate minutes, decisions and action points.
- Monitor and follow up outstanding actions.
- Prepare correspondence, reports, presentations and spreadsheets.
- Manage confidential information with a high level of discretion.
- Assist Directors with administrative requirements.
- Support expense, invoice and budget administration.
Personal Assistance
- Manage personal and family diaries, appointments and commitments.
- Arrange travel, accommodation and detailed itineraries.
- Organise holidays, restaurants, activities and personal engagements.
- Coordinate travel documentation, visas and passports where required.
- Manage insurance claims, refunds and returns.
- Arrange vehicle servicing, insurance renewals and registrations.
- Coordinate household staff, suppliers, contractors and maintenance.
- Maintain and monitor household-related tasks.
- Research and arrange activities and experiences for the CEO's family.
- Manage subscriptions, memberships and renewals.
- Assist with personal and household purchases and administration.
- Liaise with professional advisers where required.
- Provide discreet and confidential personal support.
Office Management
- Manage the smooth day-to-day operation of the office.
- Manage office supplies, stationery, refreshments and general requirements.
- Ensure the office and meeting rooms remain professional and presentable.
- Meet and greet visitors.
- Manage incoming and outgoing post.
- Maintain electronic filing systems.
- Coordinate office maintenance, repairs and contractors.
- Manage office telephone and communications systems.
- Coordinate office IT requirements with external IT support.
- Support health and safety and fire safety requirements.
- Maintain office records and documentation.
- Coordinate servicing and maintenance.
- Prepare and circulate relevant management reports.
Project Coordination
- Coordinate projects assigned by the CEO and Board.
- Record, assign and follow up actions.
- Manage project management systems, including Asana.
- Ensure tasks have clear owners and deadlines.
- Monitor project progress and identify delays.
- Follow up with team members to ensure deadlines are met.
- Escalate overdue or high-priority actions where appropriate.
- Prepare project updates and reports.
- Maintain accurate project records.
HR Administration
- Support HR administration systems and processes.
- Coordinate new starter onboarding and leaver processes.
- Prepare employment contracts using approved templates.
- Maintain employee records and HR documentation.
- Manage holiday and absence administration.
- Maintain attendance records and trackers.
- Support monthly HR reporting.
- Assist with KPI and performance administration.
- Maintain HR policies and procedures.
- Support employment-related compliance administration.
- Support sponsorship licence administration where applicable.
- Maintain HR systems and software.
- Support internal communications and employee engagement.
About You
Essential
- Proven experience as an Executive Assistant, Personal Assistant, Office Manager or similar senior administrative role.
- Experience supporting senior management, CEOs or Directors.
- Excellent organisational and time-management skills.
- Strong written and verbal communication.
- Excellent attention to detail.
- Ability to manage multiple priorities and deadlines.
- Strong diary and meeting management experience.
- Excellent minute-taking and report-writing skills.
- Strong Microsoft Office skills, particularly Outlook, Word and Excel.
- Experience with Microsoft Teams and digital collaboration tools.
- Ability to handle confidential information with discretion.
- Strong problem-solving skills.
- Proactive approach and ability to take ownership.
Desirable
Experience in one or more of the following would be advantageous:
- Property development
- Construction
- Investment or finance
- Project management
- HR administration
- Office management
- Working directly with CEOs, business owners or senior executives
Personal Qualities
We are looking for someone who is:
- Highly organised and structured.
- Professional and well presented.
- Proactive and able to anticipate requirements.
- Calm under pressure.
- Flexible and adaptable.
- Discreet and trustworthy.
- A strong communicator.
- Solutions-focused.
- Confident working independently.
- A team player.
- Comfortable working with senior executives and external professional advisers.
- Able to take ownership and see tasks through to completion.
Working Hours and Location
This is a fully office-based position in Harrow-on-the-Hill, Monday to Friday, 8:30am–6:00pm.
Due to the nature of the role, occasional out-of-hours support may be required, including evenings or weekends, particularly for urgent executive, travel or business requirements.
This is not a hybrid or regular working-from-home position.
Salary and Benefits
- Up to £40,000 (depending on experience)
- Company pension
- On-site parking
- Opportunity to work closely with senior leadership
- Varied responsibilities across executive support, personal assistance, office management, HR and project coordination
- Opportunity to contribute to a growing organisation
Right to Work
Applicants must have the appropriate right to work in the UK.
Candidates will be required to provide appropriate documentation as part of the onboarding process.
Sponsorship options are available in exceptional circumstances for the successful candidate.
Equal Opportunities
Kings Oak Capital is an equal opportunities employer committed to creating an inclusive workplace.
We recruit based on skills, experience and suitability for the role and ensure that applicants are treated fairly and consistently throughout the recruitment process.
If you are an organised, proactive and professional individual looking for a varied role where you can make a genuine impact, we would love to hear from you.
Apply today to join Kings Oak Capital.
Pay: £35,000.00-£40,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
