EA/Office Manager - Leeds - #1725857

Our Leeds office is seeking a highly experienced Executive Assistant/Office Manager to provide a high standard of professional and flexible support.

The role

To provide first-class executive assistance to partners in defined positions of leadership (ie Head of Office, National Head), line management of the Business Support Team and lead the efficient operation of the regional office.

The Responsibilities

Reporting to the Senior Manager - Business Support Team, London, responsibilities will include:

• Anticipating and balancing the needs of partners, keeping one step ahead of their needs.
• Complex management of multiple diaries.
• Comprehensive and pro-active email management.
• Collation of all documentation for meetings.
• Attending meetings, taking forward action points and next steps, including Minute taking at leadership meetings.
• Scheduling appointments, arranging meetings/conferences and organising travel plans including itineraries and logistics.
• Supporting stakeholder engagement by arranging actions, meetings and events.
• Prioritising own workflow and ensuring work is completed to the required standards of productivity, quality and timeliness.
• Carrying out a range of procurement activities.
• Use of initiative and confidence to provide support to enable partners to fulfil their own roles.
• Accountability for delivery of defined actions relating to both personal and team objectives.
  
  

Anti-Money Laundering (AML) & Billing

• Responsible for the Anti-Money Laundering process, to include delegation of appropriate tasks.
• Responsible for the billing process on behalf of partners, including raising bills and running reports, maintaining a detailed tracker of distributed and paid bills and the follow up with debtors.
  
  

People Management

• Line management of the Business Support Team, including resource level management.
• Capacity and utilisation management of the team, including the provision of cover to ensure work is completed to a high standard and meets required deadlines.
• Responsible for supporting the personal development of the team.
• Responsible for supporting the performance management of the Business Support Team, including annual performance management reviews.
• Lead on monthly team meetings, setting the agenda and delegating actions.
  
  

Office Management

• Responsible for the smooth running of the office, including working as part of the SSG Group eg Facilities, Health & Safety, HR, Marketing & BD, IT, Front of House, Finance and Risk & Compliance.
• Set an example by understanding and following the firm’s policies and staff handbook, ensuring direction for firm projects and initiatives are followed.
• Responsible for organising various internal meetings ie team briefings, business planning etc.
• Working with the Marketing team on local events. Specifically responsible for overseeing the production of regional mailing lists, local events and seminars for clients and providing content for digital marketing.
• Ensures the office is fully compliant with applicable rules and regulations with clients, management and operations that ensures a safe working environment for employees and visitors.
• Third party management of our service providers.
• Instrumental in the procurement or re-tender of service providers.
• Responsible for office Credit Card (if applicable)
• Finance Contact for ad hoc matters (including identifying training requirements of the office)
• Responsible for Accounts Payable for the office.
  
  

Talent Acquisition & Development

• Work with Talent Acquisition for recruitment needs of the Business Support Team, being instrumental in the candidate selection and interview process.
• Responsible for the induction and training of new Personal Assistants and Business Support Assistants.
  
  

Collaborative Working

• Proactively connect with peers and colleagues from other offices to encourage cross-office working.
• Proactively recommend improvements on processes and procedures.
• Be a role model for others, observing Best Practice.
• Advising senior management on operational matters, providing advice and input to strategy and long-term goals of the team.
• Working with the Marketing Team providing administrative support as required.
• Involvement in committees and steering groups relating to the business support function for the wider firm.
• Assist with any project work as required.
  
  

Support Of Other Functions/activities

• Working with the central Marketing Team as required, to include helping produce tenders, credential sheets, events, pitches, etc.
• Managing administrative marketing activities as required.
  
  

Relationship Building/internal Networking

• Involvement in committees and steering groups relating to secretarial/administrative support/processes for the wider firm.
• Coaching and mentoring of Business Support Assistants.
• Support other members of the team and provide cover as and when necessary to ensure that work is completed to a high standard and meets required deadlines.
  
  

The team

The team consists of the EA/Office Manager, 1 Personal Assistant and 1 Business Support Assistant.

You

We are looking for the following skills, knowledge and experience:

• Excellent organisational skills – the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner.
• Well-developed time management skills – the ability to work to tight deadlines while maintaining a high standard of accuracy.
• Highly developed communication skills – the ability to communicate in a confident and professional manner with people at all levels.
• Excellent problem-solving skills coupled with empathy and understanding of the business and the people.
• Demonstrable experience of line management and development, including coaching and mentoring to build the team capabilities to enable them to improve performance and fulfil personal potential.
• Acts as a positive role model at all times, supporting, inspiring and motivating the team.
• Provide direction, delegating and removing obstacles to get work done.
• Demonstrate flexibility/adaptability in meeting client demands.
• Maintain high levels of confidentiality and discretion at all times.
• High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint.
• Previous experience of working within a busy corporate environment is essential, preferably within professional services.
• Ability to understand budgets, costings and finance tasks such as Purchase Orders and Invoice processing.
• Able to work autonomously and display initiative when required.
• Able to work pro-actively and on own initiative to find ways of making fee earner lives easier.
• Understands the deadlines of others and is able to work flexibly around peak periods.
• The ability to adapt working styles to individuals’ ways of working.
• Reliable with a strong work ethic and a ‘can-do’ approach.
• Excellent attention to detail and use of language and grammar.