C Suite - Executive PA & Office Manager - Intelligent Human Resources Ltd : Job Details

Our client, a Property Manager & Developer, is owned by a world-renowned endowment fund and is developing an already established and well-known life sciences campus into a global centre for genomic and biodata sciences by delivering a large-scale mixed-use campus located 9 miles south of Cambridge (UK).

There are significant plans underway to deliver the scheme which includes lab space, hotel, housing, retail, offices, restaurants and a school. A new company and team have been formed to achieve this and therefore this pivotal role is urgently required.

More information about the organisation and their plans will be shared at interview stage.

Purpose of Role/Job Overview

The purpose of this role is to provide comprehensive, professional and responsive support to the Chairman and the leadership team including the CEO, CFO and COO. You will be expected to maintain a professional persona, but also be happy to become involved in the smooth running of the office and all that underpins a strong foundation for the organisation to thrive.

Key Accountabilities

Executive PA

• Extensive Diary management
• Complex travel management and the creation of an itinerary
• Gatekeeper for the senior management and diaries while referring operational queries to other members of the team as relevant.
• Provide general administrative support to the leadership team including preparing letters & presentations, document formatting & filling documents effectively.
• Collate Chairman - CEO - CFO - COO expenses and arrange reimbursement.
• Build strong and cohesive relationships with the wider organisation.
• Document preparation for Board Meetings.
• Provide support with Presentations as required to include PowerPoint.
• Minute taking at meetings as needed.
• Meet & greet general visitors as required.
• Answer any incoming calls in a professional manner and pass messages as relevant.
• Further ad hoc support as required.

Office Management Responsibilities

• Ensure office supplies are purchased and maintained for the wider team
• Order business cards & corporate stationery for the team.
• Support purchasing and preparation for team social events as well as external events.
• Research and provide quotes for products & services as required.
• Maintain details of corporate subscriptions, together with logins, add & remove as appropriate.
• Mobile phone support - maintain a list of mobile phones, subscriptions and data usage & assists with repair & replacements.
• Recycling & archiving
• Arrange couriers, taxis & collections.

Other Activities, Duties and Responsibilities

• Running errands to support office needs on an ad-hoc basis.