Executive Assistant & Office Manager
💸Salary : Up to £55,000 per annum
📍Location : Hybrid - London HQ (2-3 days per week in our London HQ)
🧠Interview process: Two rounds. 1: Get to know you chat with the People Recruitment Manager ; 2: Competency interview with our COO & our Senior Executive Assistant
🤝Our Values: Advancing, Come as you are, Zero burnout, Greta goal, We all level up together and Transparency
📚Learn more about us: YouTube , read our Blogs . Understand our values !
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Who Are We?
Advancing Analytics are a market leader in delivering bleeding edge analytical solutions for customers all over the world. To thrive in today's market, businesses need to implement AI built on a solid, reliable Data Platform, and we are looking for you to help us build it!
Who are we looking for?
We are looking for an Office Manager and Executive support assistant for our London HQ. You will run the day-to-day operations of our London office and provide executive support, primarily to one senior leader, working closely with the Senior Executive Assistant. As part of our growing data and AI consultancy, you will also coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.
Role Purpose
You will run the day-to-day operations of our London office and provide executive support, primarily to one or two senior leaders, working closely with the Executive Assistant. As part of our growing data and AI consultancy, you will also coordinate company, client and partner events and provide on-site support for Growth, Marketing and Partnerships meetings and events.
Key Responsibilities:
🌟Executive & Leadership Support
Manage the designated Senior Leadership team’s diary, inbox, meetings, travel, itineraries and expenses, anticipating conflicts and adapting to changing priorities.
Prepare agendas, meeting materials and client packs, capture actions and follow up with owners to keep momentum.
Work with the Executive Assistant to coordinate priorities and provide agreed cover during their absence, escalating urgent matters appropriately.
Build trusted working relationships with senior stakeholders, clients and external partners, handling confidential information with discretion.
Act as a first point of contact for the leader, making good judgement calls on what needs their attention and when.
Spot recurring tasks and bottlenecks and suggest ways to make the leader's time and workflow more effective.
🏢Office Co-ordination & Workplace Experience
Act as the first point of contact for visitors, creating a professional and welcoming office environment while managing visitor access, passes, post, deliveries and couriers.
Coordinate meeting rooms and support client and internal meetings, including scheduling, room preparation, AV and video-conferencing setup, catering arrangements and supplier management.
Oversee the day-to-day running of the office, including facilities management, supplier relationships, stock control, office maintenance and ensuring a safe, organised and efficient workplace.
Support employee onboarding and offboarding processes, including workspace setup, access management and office inductions.
Manage office budgets and administrative processes, including purchase orders, supplier invoices and expense management.
Serve as the primary contact for office IT and AV issues, liaising with external support providers to ensure timely resolution.
Maintain accurate office procedures, records and supplier information, while continuously identifying opportunities to improve efficiencies and enhance the employee and client experience.
🥳Events & Company Support
Plan and deliver company, client and partner events, including team days and office-based activities, from brief to on-the-day delivery.
Coordinate venues, suppliers, catering, invitations, attendee communications and materials; gather feedback to improve future events.
Maintain an…