Personal Assistant & Office Coordinator

​The Opportunity

• The role is critical to the smooth running of the business and requires a great level of flexibility.

• The successful candidate will need to multi-task and be able to balance a high workload.

• This role will be an approximate 75/25 split between Personal Assistant for two directors at Inmotion Ventures, our Global Mobility Services Director and Corporate Venture Capital Director and Office Manager.

• To be successful in this role you’ll have the ability to deliver quality and consistency in a complex, highly demanding environment whilst being able to adapt style and behaviour when dealing with different people and circumstances both internally and externally.

Essential Skills

• Strong computer skills to include excel, word and PowerPoint etc.

• Excellent communication skills – both written and spoken

• Agile and flexible approach to change – adapting last minute business priorities

• Strong ability to organise Director’s tasks, to ensure objectives are met, making recommendations where appropriate

• Strong project management capabilities with excellent execution skills and the ability to multitask

• A proactive approach, always looking ahead and ability to see beyond the short-term immediate tasks, providing recommendations and suggestions, looking at the bigger picture

• A positive and ‘can do’ attitude is a must.

Key Accountabilities and Responsibilities

• Office Management Responsibilities

• Provide an office induction to all new starters

• Support the Health & Safety governance requirements for our Shoreditch Office, run the monthly committee meetings, track the actions, etc.

• Place a weekly online shopping order and re-stock the kitchen

• Office maintenance – keeping office tidy and plants watered, disposing of old items and arranging ad hoc waste collections.

• Ordering office stationery.

• Town hall & events coordination

• Handling of any mail

• Answer general office-related queries & being the point of contact.

Personal Assistant Responsibilities

• As the Personal Assistant, you’ll have sole responsibility of the Directors’ time, prioritising key business activity, liaising with their first line, management of objectives, management and preparation of paperwork and follow up of actions, delivery on time and on quality of all tasks assigned to the Executive Director and their function. 

• Diary management and administration

• Management of Director’s travel arrangements, visas, and supporting documentation

• Creation and management of Director’s expenses

• Provide direction to Director on priorities, to include supporting paperwork, deadlines etc with recommendations

• Manage Director’s emails and tasks until complete, prioritising and delegating where necessary, flagging up immediate and urgent concerns and acting accordingly

• Arrange team meetings/ town halls / away days as appropriate and directed to, adhering to company policy and procedures.

• Any other reasonable/ad hoc requests

Personal Profile

Essential:

• An individual who is results driven with the ability to deliver operational plans in a highly demanding environment

• An individual with the ability to prioritise their work load

• A good communicator with the ability to communicate complex ideas

• An effective team player who supports team members

• Resilient and enthusiastic, an individual able to deliver results under pressure

• Able to understand the context of the business in order to support the delivery.