PA and Office Manager job in London

We are looking for an organisational whizz to act as PA to four of our Directors, to take ownership of running our office and support with bringing together our team. There are 3 main areas of focus:

Provide specific support to four of our Directors (60%)

Provide PA support to four of our Directors, manage their diaries and travel schedule, and periodically review how their time is spent to help them optimise use of their time

Track actions and initiatives that the Directors are responsible for and, where appropriate, follow up on actions on their behalf

Prepare and edit correspondence and documentation for meetings, including drafting agendas before meetings and documenting actions and minutes after meetings

Research external meeting attendees prior to meetings and provide detailed and accurate written or verbal briefs to the Directors

Collect, analyse and present simple data for documents and decisions.

Update Salesforce (our contact management software) where relevant

Manage expenses and all other general administrative support for the Directors, as required

Deputise for Executive Assistant at Board and Leadership Team meetings where necessary

Support the wider team as our office manager (30%)

General office management, including management of the environmental impact of our office

Procurement of all office equipment and supplies

Liaise with our landlord on day-to-day matters

Ensure the smooth and efficient operation of our building to ensure compliance with all regulations for buildings, fire, health & safety, and maintaining relevant records

Act as a point of contact within the office for all visitors

Provide support to the Executive Assistant with PA duties for the Executive Directors when required

Support the wider business with administrative duties as and when required

Support with co-ordinating our team (10%)

Manage our cross-team calendar

Help schedule, co-ordinate and prepare for team events

About You 
We don’t expect the person we hire to have ALL the following but hopefully this gives you a sense of what would enable you to thrive in this role and in our team:

APPLY IF…

You’re incredibly organised; confident in your ability to coordinate multiple tasks, manage competing priorities and work to tight deadlines.

You are passionate about what we are trying to do and you see this as an opportunity to align your values and purpose with a successful social enterprise with big ambitions

You are proactive; you spot the things that need doing and get them done whether you've been asked to or not.

You’re a good communicator; comfortable working with senior leaders and everyone across our team, and have good written and verbal communication abilities

You have strong attention to detail, and are happy working both independently and in collaboration with others on the team

You understand what it takes to really make things happen in a growing organisation

You understand the importance of discretion as you will be exposed to confidential information working for Senior Directors

You have an excellent sense of initiative, with the ability to predict what might be needed and when, and how you can best prepare yourself and those around you accordingly

You’re a natural at seeing the bigger picture in the short, medium and long term

YOU’LL LOVE IT HERE IF YOU…

Are optimistic, bring warmth and good humour to work, have a strong collaborative work ethic and bring positive intent to every situation

Have a curious mind and are always open to the insights and perspectives of others

Are passionate about being efficient, resourceful, creative and a great problem solver

Love the idea of working somewhere people share your values and are fully focused on making a meaningful impact on the world

Would enjoy working in a fast-paced environment, are happy to work without a big support structure around you, and would like to grow with a small but ambitious organisation as it develops over time

About us
Benefits

CORE DETAILS

Salary: £28k - £35k based on experience

Type: It is envisaged this will be a full time role

Start date: To start as soon as possible.

We are proud to be an equal opportunity employer. We are committed to building a workplace and culture fit for the future. We believe in equal opportunities, celebrate diversity and are working hard to build an inclusive workplace where everyone can thrive

OTHER BENEFITS

An intense but fun working environment. We’re a rapidly growing, high energy and ambitious team who love our work and making a big impact

The opportunity to shape the activity of a high profile initiative, to observe system change as it happens and be part of a team helping out big business to have a positive impact on the world

Working for an organisation where we take our values and purpose seriously, and work hard to practice what we ‘preach’

Join a talented, dynamic and diverse team with lots of opportunities to learn. We’ll surround you with smart and driven people who have a vested interest in your development.

All our team have access to world-class development opportunities and an amazing range of speakers – from senior leaders like Dame Eliza Manningham-Buller (former Director General of MI5) to entrepreneurs like Sir Tim Smit (Founder of the Eden Project) to thought leaders like June Sarpong (Head of Creative Diversity at the BBC)

Private health insurance with Vitality (which also provides discounted gym membership)

Pension allowance (5% employer contribution)

A book allowance to build the Forward Institute library

Generous holiday allowance (30 days) – and a progressive approach to flexible working and being an organisation that allows our team to live full and flourishing lives

LOCATION

We’ve just moved to a brand new office in Holborn, within easy walking distance of a number of over- and underground stations. We expect the team to split their work between the office and home.

How to Apply
Please send your CV and a covering letter or video (maximum of 2 minutes), answering the following two questions:

1. What is it that you are passionate about and what makes you a great fit for the Forward Institute?
2. Why you are interested in this specific role?

Applications without a covering letter will not be considered.

We will be interviewing on a rolling basis with interviews starting the week beginning 20th June.

You will need to hold any relevant Visas/Work Permits.