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London

£28000 - £32000 per annum
Ref: 084105427  Date Posted:  16/05/2019
A boutique investment firm based in the heart of the West End are seeking a calm and resourceful PA / Office Manager for their London office. Due to the Headquarters being based in Prague, we are looking for a fluent Czech or Slovak speaker.

As PA/OM, you will be the only member of support, so there will be plenty of scope to take initiative and grow. Your duties will cover office management and administration for the four core staff based in London, including the CFO. PA responsibilities will include diary management and travel management. Additional responsibilities to include finance work, operations duties and reporting spend back to Prague.

Duties include, but are not limited to:

• Being the ‘go to' person, always willing to help!

• Diary management for two partners, occasional inbox management and travel management, mainly to Europe but also to US

• Take on management responsibility for all administrative functions

• Build and maintain an excellent relationship with suppliers and vendors

• Dealing with general enquiries, as first point of call on the phone – handling queries, and taking detailed, accurate messages. Being very sensitive to ‘cold callers' – being polite, and giving an excellent impression of the firm, whether there is a future in working together, or not.

• Managing the two meeting rooms – handling bookings, ensuring that the space is immaculate at all times.

• Meeting and greeting clients and other guests.

• Financial administration – raising/chasing/paying invoices and Purchase Orders, liaising with external contacts as necessary, creating/managing office budgets.

• Managing service contracts (office equipment, catering, office lease, etc.)

• Monitoring the general enquiries inbox.

• Liaising with IT support in Head Office to resolve any issues

• Assisting with creating and editing MS presentations/documents.

• Supporting in scheduling internal and external meetings, managing related logistics.

• Hotel/flights/restaurant/taxi bookings – keeping your finger on the pulse of what's on offer in London, and finding the best deals

• General administrative duties (managing post, printing and binding presentations, scanning, faxing, photocopying, ordering stationery, etc.)

• Operational duties -: maintain sickness and holiday records for company, assist with recruitment and carry out on boarding duties for new employees

• With a potential office move taking place in 2020, any experience with office moves could be helpful

Skillset:

• Fluent Czech or Slovak

• Previous experience in an Office Assistant role

• Confident phone manner

• Excellent written and spoken communication skills with an open, non-confrontational style

• Excellent prioritisation skills

• Ability to cope under pressure

• Excellent attention to detail

• Transparent work style

• Being a team player

• Flexible, pro-active, confident, with an open/can-do attitude

• Intermediate or advanced in Word/Excel/PowerPoint/Outlook

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