We're hiring!

Office and Executive Assistant, based in Cambridge

You will be managing the administration for a small business including 2 designers and 3 project managers. You will join a successful and collaborative team, where our business is growing and our turnover is around £900,000 in fees of which about £500,000 of that is project management. This is an important varied role, which is highly rewarding and an exciting opportunity for someone who enjoys running multiple projects at any one time, all in various stages. The person currently in this role has been promoted into a Project Management role and will be available for training in the early stages. This role is offered as a part time, ideally 3 days a week at first with possible development into a full-time position as the business grows.

In this role, you will be:

• Highly organised and proficient with Microsoft Office applications
• Providing valuable project support
• Providing administrative and organisation support
• Pro-actively improving processes
• Managing calendars
• Organising travel arrangements
• Initially assisting in the creation of furniture quotations and establishing a good product knowledge

Here is more information on the tasks you will be conducting:

• Calendar management
• Supporting diary management for events, meetings and sometimes travel arrangements
• Scheduling and proactively managing high volume of diary appointments
• Managing complex travel requests including scheduling meetings, organizing the logistics and demonstrating the ability to identify cost reductions where feasible

Meeting management:

• Organise internal and external business and client meetings
• Arrange room bookings, catering, agendas, meeting notes and minutes
• Prepare and co-ordinate presentation decks and associated documents
• Collate data and support with preparation of documents and slides, including Excel spreadsheet reports and PowerPoint presentations
• Ensure technical requirements are set up and working including Microsoft Teams and other systems

Administrative support:

• Support with processes including creating excel cash flow forecasts and cost analysis documents
• Draft communications as required
• Other general administrative support including but not limited to filing, document management, and printing/scanning
• Provide business administrative support to wider community to cover annual leave and other absences
• Supporting the invoicing and financial processes

Project Support:

• Provide project administrative support and assistance including maintenance of project documents, co-ordination of project updates and meetings, and preparation and collation of data to support overall project requirements
• Provide analysis and reports where required to do so

Furniture:

• The provision of Office Furniture is a small although growing part of our business
• Product and Industry Knowledge training
• Production of furniture quotations and dealing with the manufacturers
• Managing client showroom tours
• All of the above will be part of the development of this role. Experience in this area would be an asset although by no means essential.

Contact details

This Office and Executive Assistant position is an office-based role in Cambridge, and is, initially a part-time position. Working from home is an option at the discretion of the management.

To apply, please email a letter of application and your current CV to Vince Marino.