Office Manager's Assistant

Exciting opportunity - Office Manager's Assistant – Leicester
£23,000 - £26,000 p/a
Hybrid

Why this role?

We are currently recruiting for an Officer Manager's Assistant to work within a well-established Chartered firm of Financial Planners.

VALUES:

People are at the heart of everything they do, delivering professional excellence by developing, sharing and applying their expertise. All built on a foundation of trust and empowerment to take ownership.

ROLE OVERVIEW:

To assist the Office Manager in carrying out their full range of duties
To support the Office Manager in the scheduling of client meetings
To audio type dictated client meeting notes to cover holidays and at busy times of the business year
To deal with any client related administrative tasks as required of the business
To provide general administrative support to the Office Manager

MAIN TASKS:

Client meetings – in support of the Office Manager
Pre-populate a meeting spreadsheet on a daily and monthly basis with dates and times of meetings
Contact clients to arrange for Financial Planners to meet with clients, face to face or remotely
Update meeting spreadsheet/IO tasks daily
Update Financial Planners outlook calendars and send text reminders to clients
Liaise with Financial Planners and clients to amend meetings and re-arrange meetings as required
Book hotels, conference rooms, lunches, travel as required
Typing meeting notes (holiday cover and during busy times of the year)
To carry out audio typing of meeting notes dictated by Financial Planners following meetings with clients.
Distribute drafts of meeting notes to Account Executives for actions to be taken.
Client related tasks
Update records and circulate change of client details
Order gifts for clients/wrap champagne/Christmas gifts
Maintain client mailing lists
Log and distribute new enquiries to the Financial Planners
Marketing support
Assist with Boolers’ biannual newsletter
Liaise with the web designers with regards to marketing/stationery.
Order branded stationery/liaise with designers
General administration
IT Onboarding/leaving process
Assist in arranging corporate events such as Boolers client conference
Arrange Partners and Sales Team meetings
Client & sponsorship events
Website updates/hosting
Arrange ad hoc meetings
Update itinerary weekly for the Sales Team
Update internal phone list and floor plans as required
Occasionally cover reception as and when required
Place stationery/equipment orders weekly or as and when required

• Salary £23,000 to £26,000 per annum (dependent on qualifications, knowledge, and experience)
• Discretionary bonuses
• 4 x salary life assurance
• Pension; 5% employer contribution - Increasing incrementally in recognition of service. Salary sacrifice scheme available.
• 24 days’ holiday - Increasing incrementally in recognition of continuous service
• Health Cash Plan Scheme.
• Free parking
• Hybrid Working Scheme – Following completion of initial training and induction

PERSON SPECIFICATION

ESSENTIAL:

• Minimum of 2 years’ experience in a similar/administration role.
• 5 GCSE’s or equivalent including English Language – Grade C or above

• Educated to A level standard (or equivalent) as a minimum.

• Knowledge of IT systems and programmes relevant to role
• Ability to create and maintain accurate and tidy records of work undertaken
• Excellent interpersonal skills
• Excellent communication skills both written and verbal
• Demonstrable eye for detail and getting tasks right the first time
• Effective time management skills
• Ability to consistently meet deadlines