Executive Assistant - Office Manager (MAT Cover)

Executive Assistant & Office Manager (Maternity Cover)We have a 1 year fixed term opportunity to cover maternity leave for an Executive Assistant/Office Manager to support our directors and a large team of lively and very busy construction professionals within our London office. This encompasses surveying, project management and health and safety professions. We are looking for someone who will truly live our culture and company values in everything they do.The Executive Assistant will organise and supervise all of the administrative activities that facilitate the smooth running of the office by overseeing and managing the general office facilities, Management Assistants and Reception.As an Executive Assistant you will be the glue that sticks all of the different departments of our business together and allow them to function efficiently, within a good, clean and operationally efficient environment.You will require strong supervisory and interpersonal skills and have the credibility to command respect at high levels. The position sits within the senior management team in the business and will involve attending Management Board meetings and supporting the Managing Director with strategic and developmental issues and acting as Executive Assistant as well as supporting other Executive Directors/Directors.You will have an excellent standard of oral and written English. You will need to have a great eye for detail and a team-working attitude.Previous experience working within a surveying, construction or similar practice would be preferred but not essential.Proficiency in Microsoft Office is a necessity and basic knowledge of Adobe InDesign packages would be advantageous.How will you be the change? We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you’re in. Because every role plays a part in driving us further. And everyone can be the change. That’s how deliver value for our customers, and building systems that lead the wayAnd as a Executive Assistant & Office Managerwith John Rowan & Partners, you’ll do it by…Ensuring all company processes are adhered to for project administration.Extensive diary management.Arrange monthly board meetings, prepare agenda, collate reports, minute taking, chase actions.Organising travel arrangements as required.Organising and administrating, team social events, conferences, external events, etc.Managing filing systems with the support of the central IT team.Managing and recording all general office requirements for stationery, maintenance/repairs and supplies including preparing/managing the budget.Negotiating with suppliers to ensure value for money and good service levels are maintained. Review of alternative suppliers/contractors. Cancel redundant contracts.Be a keyholder for out of hours access - Contact for out of hours, alarm, and emergencies. Liaison with landlord on building matters.Manage the JRP Ealing mailbox.Overseeing the recruitment of new Management Assistant staff including inductions and onboarding.General office inductions for new starters.Ensuring a professional and presentable working environment is maintained, including office health and safety, furnishings, décor, maintenance and repair as well as all office supplies including stationery.Acting as fire warden and Health and Safety coordinator (including first aid contact) ensuring our health and safety policies are observed within the office environment.Rapid response and step-by-step instructions for technical supportLiaise with the central IT HelpdeskAnticipate needs and mitigate prior to issues arising or escalating.Manage asset register.JCT contract online – produce contracts for PSR, BS, RDR and Hosp teams.Docusign – send contracts and monitor signatures.Manage professional software subscriptions, user management and assist with IT queries/issues (JCT, CostX, Chorus NBS, BCIS, isurv, formworks, etc.)What does it take?If you’re ready to be the energy that helps us build our business, share our success, and really own it as a Executive Assistant & Office Manager, you’ll need… Exceptional organizational skillsIndependent good judgement in prioritization of meetingForward planning and proactivity in identifying and resolving conflicts.Communications and team supportAbility to filter high volumes of information and identify key issues to communicate to supported execs.Strong written communications skills with the ability to communicate effectively across all levels and job families in the organization.Strong interpersonal skills to rapidly develop relationships of trust across the supported teams and more broadly.Total discretion and ability to work confidentially.Strong organisational capability.Task and deadline focused.Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.Exceptionally organized with dedicated attention to detail and records managementConfident acting as the point of contact, screening calls, and taking detailed messages.Demonstrated and sustained record of exceptional organizational and time management skills as well as the ability to multi-task.Values and exhibits confidentiality and discretion.Able to meet tight deadlines and work calmly under pressure.Established track record working cross-functionally, ideally a past role in a matrixed organisation.Self-motivated, self-starter who is able to work with little supervision.Working arrangementsWe embrace smarter working practices which offer our employees the opportunity to work their hours flexibly and remotely where their roles and business needs allow. In this role, the successful candidate would be required to work from theLondon, Ealing officeand workingtwo days a week with the team and the rest of the week can be worked from home.What can we offer you?Upon joining Bellrock, you can expect a comprehensive benefits package including:25 days annual leave plus bank holidays+1 additionalday as a thank you(enjoy it, it’s on us)Salary exchange pension schemeLife coverPaid sick leaveLifeWorks employee assistance and wellness programEnhanced maternity, paternity and adoption leaveSalary sacrifice schemes: Cycle to work and TechschemePrivate medical insuranceHoliday purchase scheme of additional 5 days per yearOffers and discount scheme designed to save money on everyday shopping and essentialsHealthcare CashplanMotorSave SchemeRefer a friendBright eyedLiftshareFree on-site parking.Helping you to shineWe’ve always encouraged new and different perspectives - and that also means making ours a workplace that encourages diverse and unique voices. Where everyone feels welcome, included, and supported to be themselves and achieve more. So, if you join us, you’ll find an inclusive workplace that recognises your hard work, offers lots of learning and development, flexible and hybrid working, and support for your wellbeing. As well as benefits that can make a difference to your life.Ready to start shining?Our people are our passion, so we’re all about helping them to shine. That means putting everything in place for you to have a rewarding career with us. So you can go far in your career, with us behind you. And our business will grow, too. So, if you’re ready to start your career journey with John Rowan & Partners, we’re ready to welcome you. It’s a great place to be - the light, the energy, the solution. You. Apply today.
#J-18808-Ljbffr