Office Manager/PA

Job description

We live a world where the future of democracy is no longer assured, and the power and opacity of corporations threatens to undermine society. If you want to make a difference, want to make sure that fundamental rights and democratic values are maintained, join OpenCorporates, the largest open database of companies in the world. You can read more about the impact we have on our blog.

 

The role of Office Manager/ PA is crucial to the daily running of OpenCorporates. Working directly with our CEO, you will be responsible for the office and administrative tasks related to all internal and some external company activities. The below information may not cover everything involved in the position but indicates the size and scope of the role and may be subject to change as the role develops and the business expands.

 

We will consider applications from people looking for full-time or part-time work.

 

Benefits

  • 26 days holiday (plus public holidays)
  • Level39 membership (so free fruit, drinks, cookies; a subsidised cafe; events and monthly social gatherings)
  • Pension
  • We always accommodate any requests for books/training/conference/etc. expenditure
  • Location: We are based at Level39 in Canary Wharf, with a great office and stunning views over London

Main Duties and Responsibilities

Office Manager

  • Sole responsibility for:

    • Office Maintenance/Development

    • Office supply management including hardware and software

    • Meet and greet visitors

  • Liaise with Level39 facilities regarding shared services, eg cleaning, catering, visitors, meeting rooms and conferences

  • Supporting finance team and processes

  • Keep the office space clean, tidy and conducive to a good working environment for the team

  • Order stationery/equipment and repairs when appropriate

  • Secretariat for team meetings, including:

    • Book travel for externally-based employees

    • Set up presentation + snacks at least 15 minutes before start time

  • Help to build a fun and professional team culture by planning in-house or off-site team activities, like parties, celebrations and conferences

  • Responsible for health and safety

PA to the CEO and Leadership Team

  • Proactively manage and own CEO’s diary to avoid meeting clashes and ensure efficiency of their time

  • Schedule meetings and appointments

  • Organise travel arrangements for trips abroad, including accommodation

  • Take minutes for meetings when required

  • Provide secretariat for Board level meetings (this could involve travel)

  • Expenses

HR Processes

  • Engage with recruiters on behalf of the team lead/CEO

  • Ensure new joiners have the best onboarding experience by being their first point of contact and answering any queries they have regarding start date, contract, employee handbook

  • Update and maintain office policies where relevant

  • Design, develop and delivery the onboarding process for new hires

Requirements

  • Skills and Abilities

    • Ability to multi-task and plan ahead  

    • Self-starter - we are a small organisation, with a huge ambition. There is a lot to be done but not always the time to teach or tell people what or how to do things.

    • IT literate

    • Strong prioritisation skills

    • Ability to manage upwards in a confident and professional manner

  • Experience

    • Experience of working in a startup would be beneficial

    • Previous experience of working with Director and Board level execs is desirable

    • 3+ years of professional experience

  • Knowledge

    • Knowledge of data and tech would be desirable but not essential

  • Personal attributes and other requirements

    • Attention to detail

    • Resilient

    • Confident

    • Professional

    • Discreet

    • Empathy

    • Gravitas

    • Intelligent

 

Deadline for applications is 9th July.