Job Description

Executive Assistant & Office Manager

Salary:

Competitive

Contract:

Full-time, permanent

Working hours:

0830-1700 Monday to Friday, but the nature of the role will mean flexibility and additional hours as and when required


We are seeking a highly organised, proactive, and professional Executive Assistant/ Office Manager to provide high-level administrative support to the Chairman and Sales & Marketing Director. This individual will serve as a strategic partner, managing schedules, communications, and operational tasks to ensure time is optimised and business priorities are effectively executed.


You will also support with the management of the office, overseeing the Colnbrook Office's reception and facilities management, ensuring that health & safety are upheld in compliance with legal regulations and industry best practices.

What you'll be doing as Executive Assistant & Office Manager

Executive Assistant Duties:

Manage the Chairman's diary to ensure it remains well-organised and balanced, with meetings scheduled appropriately to optimise his time and priorities. Make the necessary arrangements to ensure all required facilities and refreshments are available at meeting venues. Arrange and coordinate all accommodation and travel logistics, ensuring smooth and efficient itineraries that align with schedules and requirements. Assist the Chairman and Sales & Marketing Director with projects such as corporate hospitality events, meeting tenders, travel arrangements and other event work. Collate, prepare, and distribute materials and reports for meetings in a timely and organised manner. Manage incoming telephone calls and appropriately filtering them to ensure effective communication at all times. Create and authorise on-line payments as requested by the Chairman or Sales & Marketing Director. Record, holiday and absence for Sales & Contract Management teams. Assist with ad-hoc tasks for the Grundon family and provide occasional cover for the Colnbrook reception as needed to ensure continuous support and smooth operations.

Office Management Duties:

Manage the Colnbrook office reception team and manage any on-site contractors and their inductions. Assist with organising and maintaining services for cleaning, pest control, utilities, office equipment, and suppliers. Ensure notice boards are current and display all relevant information. Ensure adequate coverage of first-aiders, fire wardens, and safety champions on site, and conduct fire alarm tests while serving as the initial responder. Assist with audits for both internal and external visits. Responsible for ensuring that all health & safety policies and procedures, including accident reporting, investigation and near-miss reporting are adhered to. Ensure full compliance with all Company policies Support with any other adhoc duties requested by the Board of Directors.

What you'll need

Possess at least two years of relevant experience working in a similar role supporting Senior Executives/ Directors and working with key stakeholders. A good understanding and working knowledge of Health & Safety within the workplace. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Demonstrated ability to work independently, manage multiple priorities, and represent the Chairman in a professional manner. Practical, hands-on approach, promoting a 'can-do' attitude.

What We Offer

Competitive salary Discretionary company bonus. Pension scheme with a 5% employee contribution matched by Grundon. Life insurance cover. Private Medical Insurance. 30 days' annual leave (inclusive of 8 bank holidays), which will increase with service, plus the option to buy up to 5 extra days' holiday. Opportunities for professional growth and development. * A supportive and inclusive work environment.