PA / Administrator

Description

• Organising meetings and events, coordinating with clients, suppliers and other parties and ensuring that the logistics are in place and that everything runs smoothly
• Provide administrative support to the key leaders of the Cambridge office, and members of the wider senior team as required:
• Raising and managing invoicing and liaison with clients over payment.
• Processing expenses and corporate expenditure
• Leading the coordination of office events & socials
• Leading administration across the office, including stationery ordering, business cards, incoming and outgoing post, purchase orders & invoicing, devising & maintaining filing systems for the office etc
• Supporting the facilities management aspects of the office, maintaining compliance records & notice boards, liaising with the wider business on compliance issues and ensuring our teams are aware of key information and changes
• Screening and handling phone calls, enquiries and requests
• Producing documents, reports and briefing papers - preparing hard & soft copy packs as required & in line with meeting schedules
• Minute and action taking in meetings, and sharing post meeting as required
• Establishing yourself as a key central contact within the office, acting as a source of guidance, advice and information for our teams and maintaining approachability to all
• Managing inboxes - sorting & responding to emails as appropriate, highlighting items for urgent attention and fielding speculative approaches
• Leading our receptionists / administrators and building a connected, efficient administrative team
• Meeting and greeting internal & external guests at all levels of seniority
• Provide confidential project support, ensuring that governance and actions are managed, and that the relevant stakeholders are well supported and managed
• Providing extensive diary management, ensuring that current organisational priorities are understood to ensure diaries are aligned and prioritised against the business needs
• Creation of bids and bid management along with binding and photocopying of documents. Ensure that all correspondence and documents that are produced are accurate, grammatically correct, error free and comply with the Ridge Style Book
• Maintaining a safe and comfortable working environment for our teams and their guests
• Maintain confidentiality, trust and integrity at all times, including in the management of sensitive documents, communications and enquiries

Requirements

• A proactive approach, with the ability to pre-empt the needs of your key leaders and allow them to focus solely on the tasks in front of them
• Ability to use InDesign would be preferred but not essential.
• Wellbeing focused - with a willingness to become (if not already) a Mental Health First Aider & First Aider
• Be confident in working closely with the key office leaders and senior team, pre-empting their needs and understanding how they like to operate within the business
• Proven previous experience in an Office Management role, ideally with dual experience as a Personal Assistant or Secretary within a high-pace environment
• An ability to maintain a high level of confidentiality and trust
• A naturally organised approach, with the agility and ability to manage multiple inboxes and balance multiple challenging diaries
• An energetic character, with the ability to uplift, engage and motivate our teams creating positive experiences and impressions
• A good working knowledge of facilities management and the construction/property industry would also be advantageous, but not essential
• Strong Microsoft Office skills, notably Word, PowerPoint & Excel, and an ability to work with high attention to detail, particularly in report writing, minute capturing and written communication
• A confidence to establish yourself as a central presence, and natural key point of contact within the office, for anything and everything! As well as having the confidence in communicating and working with people of all levels across the business

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance