Overall Purpose
This role as a PA/Office Manager at Head Office is all about keeping things running smoothly. You'll manage day-to-day office operations and provide support, ensuring everything is organised and efficient. It's an excellent opportunity for someone who enjoys balancing executive support with overseeing the smooth day-to-day running of an office. who can become a trusted extension of the business while helping to drive a positive, professional and engaging office environment.
Role and Responsibilities
- Manage all incoming and outgoing deliveries and mail for the office.
- Procure and manage stationery, refreshments, office supplies. Ensure items do not run out.
- Maintain list of office equipment for each person, this includes items such as mobile phone, laptop etc.
- Maintain a record of all annual leave for the office.
- Coordinate with cleaning staff, IT support, building and property contractors.
- Complex diary management for MD and Operations Director.
- Meet visitors and connect them with relevant colleagues.
- Manage and co-ordinate meeting room.
- Minuting any meetings and advising in-house staff of relevant updates.
- Travel coordination and detailed itinerary planning.
- Monthly expenses and ad hoc administrative support.
- Help create a fun, engaging, and productive office environment where employees can do their best work.
- Provide high-level administrative support to senior leadership, including complex diary management, meeting coordination, minute-taking, action tracking, and the preparation of Executive packs.
- Anticipate the needs of senior leaders and proactively provide support, ensuring priorities are managed efficiently.
- Scheduling, attending, taking minutes and actions at monthly SMT and Business Review Meetings.
- Updating any actions and collating the PP slides as and when required.
- Support with printing, organising and arranging documentation and presentations as and when needed.
- Assist the events planner with company events – breakfast/lunch meetings, annual Christmas and Summer Parties etc.
- To maintain and build good working relationships with colleagues, clients as well as St James suppliers.
- Carry out any other responsibilities that may be assigned as appropriate to help the business’s smooth running.
- Adhering to St James policies and procedures.
- Work within the framework ISO 9001 and 14001.
- Any other duties as deemed necessary to support the client, customer, colleagues and St James.
Knowledge and Skills
- Strong attention to detail with the ability to manage multiple priorities and stay organised under pressure.
- Someone who is confident, approachable, and comfortable building relationships across all levels of the business.
- Proactive, resourceful and confident working independently.
- Comfortable managing changing priorities and taking initiative with minimal supervision.
- Handling confidential matters with discretion and professionalism.
- Strong Microsoft Office skills.
