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PA/OFFICE MANAGER

Job Type Permanent Full TimeTemporary / Contract
Location London
Area United Kingdom, Europe
Sector Wind Energy / Renewables - Project Management Office
Salary 3 - 6 month contract to perm postion
Currency GBP
Start Date ASAP
Advertiser Keith Dickson
Telephone 02083152622
Job Ref OAO KJD
Job Views 32
Description
Overview
 
My cleint is growing from a small project development team to a larger team in preparation for the start of construction. 
 
The PA/Office Manager is required to take ownership and responsibility for all PA and office management to enable a smooth running and efficient working office, without exposure or impact to the team. 
 
Additionally, the incumbent will be responsible for all administration duties in support of the CO and occasionally the SLT.  This is a challenging and fast paced role that requires a professional individual who is capable of remaining calm in challenging situations and communicating at executive level both internally at ElecLink and externally with our shareholders.
 
The successful candidate will need to document clear and defined process and policies covering office administration for both Folkestone and London
 
 
Responsibilities
 
PA:
·         Minute taking and preparing MOM’s for some meetings
·         Screening CEO inbox on a daily basis
·         Managing executive travel
·         Managing CEO agenda and calendar, ensuring fully equipped for meetings on a daily basis
·         Working with senior leadership team for obtaining executive reports, presentations and spreadsheets
·         Compiling board packs and other presentations
·         Organising executive lunches
·         Attending France/Folkestone travel as and when requested to support the CEO
·         Working closely with PA’s, both UK and France
·         Informing CEO of urgent matters requiring his attention
·         Interfacing with senior leadership team on urgent executive requests
·         Managing the CEO boardroom
·         Team events
 
Office Manager:
·         General team diary management including booking meetings and arranging conference calls
·         Organising team travel arrangements
·         Sourcing vendors as required in the performance of the business for activities such as travel, caterer, stationary, printers and other ad-hoc in line with office needs
·         Managing the relationship with vendors on a day to day basis, informing management for any associated issues of performance, ensuring zero risk to business operations
·         Basic IT issues / printers etc. / liaison with IT help desk and ordering of associated equipment for personnel
·         Manage the new starter and leaver process, including on-boarding minimum standards and set up and closure of IT related services
·         Be the single point of contact for management of the office building service providers on a day to day basis on non-contractual performance issues.  
·         Work with HSE Technical Experts to ensure the office is managed in line with current legislation, first aid and fire-safety
·         Word / Excel / PowerPoint document creation and amendment
·         Ordering and maintaining store of office supplies, including stationary
·         Maintain Purchase Order Register, monitor cost/spend and work with manager in respect of trends, risks, concerns and cost saving initiatives
·         Responsible for input and co-ordination of the Company Location Schedule (whereabouts of all personnel)
·         Greeting clients and visitors
·         Work closely with Folkestone Office Manager on company administration policies and procedures, ensuring policies reflect the most up to date methodology and remain efficient at all times
·         Supporting HR administration as and when required, including timesheet authorisations as appropriate
·         Support the HR & Corporate Manager in office moves
·         Uphold the reputation of the company at all times
·        
 
 
Minimum Standards & Selection Criteria
 
·         Energetic person with a problem solving attitude and strong communication skills
·         Maintain confidentiality at all times
·         A strong understanding of data protection, data privacy and confidentiality
·         Excellent organisation / time management / vendor management and multitasking skills
·         Proactive attitude
·         Willing to get involved in detail
·         Team player
·         Willing to work in a growing and collaborative team environment
·         Proficient in Microsoft Word, Excel and PowerPoint
·         Fluent French speaking and written
 
Ideally, my client is seeking a candidate with a strong back-ground in managing a small team and office seamlessly and efficiently who has had experience of working within a HR environment.  This will be a challenging and busy period during the remainder of 2017 and will require an individual of high calibre who is able to work on their own initiative whilst understanding the relevance and importance of team work.  This is a key role both in-house and externally being the first point of contact and the core go-to person for the London office.
 
The individual must be able to work outside of normal hours on occasion, this is not a regular occurrence, however, is required for some board level meetings.
 
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