Executive Assistant / Office Manager

Executive Mandate Specification

Executive Assistant and Office Manager, Ipswich

This is a great opportunity to join a well-established, family-run SME company based in Ipswich who are renowned as the UK market leaders in providing specialist architectural coating services to the construction and metalwork industry.

We are looking for a highly organized and flexible individual to join our team in Ipswich as Executive Assistant and Office Manager to support the MD and management executives in handling a wide range of duties, including executive support, office management, business improvement projects, human resources and administrative support-related tasks.

You will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, experience with HR, and the ability to maintain a realistic balance among multiple priorities.

Key responsibilities:

• Provide the MD and executives with a high-level of administrative support
• Manage and organise office operations and administration, including correspondence, meetings, events, travel, office supplies, reception duties and office upkeep
• Manage, standardise, prepare and communicate company documents, information, financials, spreadsheets, KPIs, presentations, minutes and reports on behalf of the MD and executives
• Oversee and deliver a range of business improvement projects and initiatives
• Follow-up and keep track of the progress of assigned tasks to ensure systematic recording, accountability and follow-through to completion, within the timeframe set, making sure that nothing gets overlooked
• Maintain and develop HR & Office assets, IT systems and capability
• Manage employee life-cycle including attraction, recruitment, onboarding, development, recognition & reward, retention and separation
• Ensure employment law compliance and manage grievance and disciplinary issues
• Be the point of contact between the MD and executives and employees, customers, suppliers and partners as required
• Perform ad hoc errands for the MD and executives as required

Knowledge and skills required:

• Proven working experience in roles including Office Management, HR Administration, Executive Assistance or similar functions
• Very high degree of honesty, loyalty, discretion and confidentiality
• Highly organized, system-driven, neat and tidy, with great time management skills
• Strong commercial awareness, business acumen and negotiation skills
• Very high attention to detail, with accuracy and clarity in all communications
• People oriented, approachable and trustworthy
• High levels of initiative, self-starting and self-managing
• Results driven and deliver on promises
• Motivational, sympathetic, empathetic and patient
• Knowledge of HR law and HR best practice
• Proven ability to manage and develop staff and hold people accountable
• Ability to deal with conflict and make tough decisions
• Ability to organize and deliver business projects and company events
• Exemplify a high level of professionalism at all times
• Strong and fully rounded Office365 and IT skills
• Excellent literacy, numeracy and touch typing skills

Other requirements:

• Valid UK driving licence
• Own vehicle

The Executive Assistant and Office Manager role is a full-time on-premises role, Monday to Friday, up to 43 hours per week. This role has options for one day remote working or a 4-day work week. Starting salary £35,000 - £45,000 P/A depending on experience and skills. Future salary increases with experience and responsibility. Up to 25 days holiday plus public holidays available. Application close date 15th May 2023.

Job Types: Full-time, Permanent

Salary: £35,000.00-£45,000.00 per year

Benefits:

• Additional leave
• Company events
• Company pension
• Free or subsidised travel
• Free parking
• On-site parking
• Wellness programme

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Ipswich: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 15/05/2023
Expected start date: 01/06/2023

Statutory Executive Benefits & Governance

• Executive Health, Vision & Dental Coverage with Global Provider Options
• Corporate Pension Auto-Enrolment / 401(k) Retirement Plan with Fiduciary Matching
• Annual Discretionary Performance Incentive & Long-Term Equity Participation
• Executive Leave Allotment, Statutory Holidays & Dedicated Health Care Reserves
• US Department of Labor & E-Verify Work Authorization Sponsorship