• Personal Assistant / Office Manager

    London

  • Job description

    Personal Assistant/ Office Manager

    Permanent, Full time

    £30,000-£35,000 + benefits

    Reporting to: Operations Director

    Pragma is a strategic partner for operators and investors in consumer markets. We are evidence-based and experience-led, enhancing growth and profitability through applied commercial insight and action.

    The personal assistant and office manager role at Pragma is integral to the functioning of our office and the efficient working of our board team. You will work to ensure that all members of the board of our management consulting firm are supported to a high level. This will include providing varying levels of support to our Chief Executive and 3 Managing Directors. In addition, you will play a supporting administrative role to our Operations Director and undertake office management duties.

    Main duties and responsibilities of our Personal Assistant/Office Manager:

    • Provide a high quality secretarial and organisational support service
    • Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary
    • Acting as a key liaison point between the senior managers and other key parties, setting up meetings as appropriate and maintaining good communications.
    • Communicating directly internally and externally to organise all meetings
    • Booking internal meeting rooms for both internal and external meetings
    • Ensuring that directors are aware of the time and address of all external meetings and arranging meetings schedules to allow sufficient time for travel between meetings
    • Confirming all meetings to ensure full attendance
    • Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries
    • Sorting, distributing and responding or drafting responses to incoming mail and electronic mail in a timely and efficient manner
    • Management of the third party travel booking platform
    • Marketing support:
    • Continually keeping the company’s CRM system up to date with contact details, correspondence, and meetings held by the MDs
    • Supporting events on the day and by providing materials and tracking registrations
    • Ad hoc support for other marketing activities ie printing materials, arranging meetings etc
    • Making travel arrangements and booking accommodation for MDs
    • Keeping accurate records of travel, accommodation and subsistence expenditure and processing claims for expenses for MDs
    • Providing high quality and professional office hospitality to visitors
    • Ensure that Pragma provides an efficient and suitable working environment for its employees
    • Ensure the smooth running of the general office, including, but not limited to
    • Reception and telephone duties
    • Sorting post and arranging couriers as required
    • Filing
    • Maintain adequate supplies of all stationery (including printing and binding consumables)
    • Provision of refreshments and maintain subsistence supplies (e.g. tea/coffee, milk, drinks etc.)
    • Ensure maintenance of physical office through day-to-day liaison with cleaning and maintenance contractors, ensuring contract specifications are adhered to
    • Monitor costs of office goods and services to achieve best value of money
    • Ensure maintenance of physical office through day-to-day liaison with cleaning and maintenance contractors, ensuring contract specifications are adhered to
    • Monitor costs of office goods and services to achieve best value of money
    • Providing office tours to new starters together with any ‘how to’ guidance as needed
    • Maintain the training calendar
    • Act as liaison point regarding Health & Safety and Fire Risk Assessment and act as Fire Warden and discharging the responsibilities that this position necessitates
    • Act as First Aider
    • Master coffee machine/printer/binder and be able to train other staff in their use
    • Respond to reasonable requests from other team members in a timely fashion
    • Any other duties as may reasonably be required, consistent with the post

    Skills & Experience Requirements:

    • Experience as a Personal Assistant to senior management
    • Experience of electronic diary management (Outlook)
    • Excellent IT skills including MS Ofiice Suite
    • Excellent communication, team working, and inter-personal skills with the ability to work collaboratively and co-operatively with colleagues, and ensure effective communication with a wide range of contacts both internal and external
    • Excellent organisational skills with the ability to organise and plan own work, and to   multi-task
    • Ability to assimilate large quantities of written and verbal communication quickly and produce accurate reports of this information
    • Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy
    • Demonstration of the ability to work under sustained pressure and to tight deadlines
    • A flexible, pro-active approach to work including the ability to prioritise and re-prioritise to achieve successful outcomes
    • Ability to work on own initiative, including implementing and maintaining procedures / administrative systems
    • Ability to deal with sensitive information with discretion and to maintain confidentiality at all times
    • Ability and desire to drive change through high-energy, can-do attitude
  • If you think you'd be perfect for this role, we'd love to hear from you...

  • Careers at Pragma

    Our highly capable, enthusiastic and growing team is the reason for Pragma’s success. Those who join our company are bright, ambitious and keen to learn, and want to be a part of the friendly and collaborative culture that is such an important part of our business.

    Pragma’s team structure consists of Analysts through Consultants to Directors, with progression based on development of skills, knowledge and experience. Working together effectively, irrespective of level, is crucial to the successful outcome of projects, with project management responsibility and client contact increasing as you become more experienced. Pragma’s Board consists of the CEO and Managing Directors, who take the lead in defining company strategy and overseeing project work and client relationships.

    The whole company gets together on a weekly basis to share ideas, learning and updates on projects, and we make sure to get out the office for socialising and other group activities on a regular basis too.