Full job descriptionMy client is a well-established specialist marine insurance company with an excellent reputation for providing expert insurance solutions to clients across the marine sector. They are looking to appoint a proactive and highly organised Office Manager & Personal Assistant to become the central point of support for the Managing Director and the wider business.
This is a varied and fast-paced position that combines executive support, office management, HR administration, facilities coordination, and recruitment support. The successful candidate will play a key role in ensuring the smooth day-to-day running of the office while providing first-class support to senior leadership.
The RoleReporting directly to the Managing Director, you will be responsible for managing executive administration alongside overseeing the daily operations of the office. You will act as the main point of contact for internal administration, HR coordination, facilities management, and recruitment administration.
Key Responsibilities*Provide full Personal Assistant support to the Managing Director, including diary management and meeting coordination.
*Organise internal and external meetings, preparing agendas, documentation and meeting packs where required.
*Arrange UK and international travel, accommodation and transport for employees.
*Coordinate company events, conferences, business trips and staff functions.
*Manage office facilities, including office leases, suppliers, maintenance contracts, furniture, access cards and keys.
*Oversee office health, safety and general workplace organisation.
*Purchase and coordinate IT equipment for new starters, including laptops, monitors, mobile phones and accessories, while liaising with the IT support team for setup.
*Manage company marketing materials, brochures, branded merchandise and staff photography.
*Act as the central HR administration contact, issuing offer letters, employment contracts and onboarding documentation.
*Maintain employee annual leave and sickness records.
*Coordinate recruitment administration, including liaising with recruitment agencies, arranging interviews and supporting hiring managers throughout the recruitment process.
*Manage and maintain company databases and corporate records.
*Administer company Terms of Business Agreements (TOBAs) and ensure documentation remains compliant and up to date.
*Order office stationery, kitchen supplies and general office equipment.
*Collate departmental reports and distribute information across the business.
*Prepare business correspondence, reports, presentations and general documentation.
*Build strong relationships with suppliers, service providers and internal stakeholders.
About YouThe successful candidate will be an experienced Office Manager, Executive Assistant or Personal Assistant who enjoys working in a varied role with responsibility across multiple business functions.
You will have:
*Previous experience in an Office Manager, Executive Assistant or Personal Assistant position.
*Experience supporting senior leadership, ideally at Managing Director or Executive level.
*Strong organisational and multitasking skills with excellent attention to detail.
*Experience coordinating travel, meetings and company events.
*Previous HR administration and recruitment coordination experience.
*Experience managing office facilities and supplier relationships.
*Excellent written and verbal communication skills.
*Strong Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint.
*The ability to prioritise a busy workload and work independently.
*A professional, approachable and confidential manner.