Executive Assistant and Office Manager

We have a new opportunity available for an experienced EA or PA to join a fantastic UK business to provide comprehensive administrative and EA support to the CFO and any other Directors as required and also to take primary responsibility for the general administration and running of their Woking office to ensure its smooth and efficient operation. Given the nature of the role, it would require office presence 4-5 days/week but there would be flexibility. Responsibilities will include:

Executive Assistant

• Manage the Director’s diary, appointments, travel and inbox as required
• Prepare reports, presentations and meeting agendas
• Track priorities, follow-ups and key deliverables for the Directors
• Liaise with team leads across departments to support business continuity
• Support planning and logistics for internal meetings, team events and external engagements
• Where necessary manage timesheets, absences etc
• Input expenses on to Concur Expense System for the CFO and other Directors.
• Co-ordinate with heads of functions on behalf of the CFO and other Directors as necessary
• Perform ad-hoc tasks that the CFO and other Directors requests
• Professionalism and discretion when handling confidential information

Office Management:

• Administrative duties, such as booking meetings, preparing meeting rooms, taking minutes, arranging lunch and providing refreshments
• Maintaining a professional and organised office environment, including ordering stationery, equipment and kitchen supplies, and overseeing office maintenance
• Daily management of both postal and email enquiries
• Onboard new team members and assist with training coordination
• Maintain filing systems, office records, and administrative templates
• Coordinate office layout changes, workspace assignments, and basic repair needs.
• Monitor and manage security and building access systems

Skills/Experience Required:

• Ability to manage own workload and work with minimum instruction in a fast-moving environment
• Experience of managing administrative processes or customer facing work, with a strong professional outlook
• Experience of diary management, including making complex travel arrangements and organising events
• Outstanding organisational skills and the ability to multitask while working under pressure.
• Excellent problem-solving skills and initiative while working as part of a solid team.
• The ability to prioritise workload to meet key deadlines while always working to high standards.
• An extremely proficient working knowledge of all Microsoft Office applications, including Word, Excel and PowerPoint.
• An excellent telephone manner, people skills, and ability to deal with enquiries efficiently.
• The confidence to engage with internal and external stakeholders with professionalism and courtesy.
• Exceptional attention to detail.