Executive Assistant & Office Manager

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Executive Assistant & Office Manager

Department: Operations

Employment Type: Full Time

Location: Belfast

Reporting To: Killian O'Rawe

Compensation: GBP 30,000 - GBP 35,000 / year

Description

As the Executive Assistant & Office Manager at Reward, you will play a dual role, providing comprehensive administrative support to the Belfast Site Lead and overseeing the efficient functioning of our office. This position requires a proactive individual with strong organizational skills, attention to detail, and the ability to manage diverse responsibilities.

Key Responsibilities

Office Manager Duties

• Manage office operations and administrative functions to ensure efficiency and productivity
• Oversee office maintenance including managing facilities equipment and supplies
• Coordinate office activities and events such as meetings, townhalls, conferences and social gatherings
• Handle office correspondence including mail email and phone calls
• Assist with scheduling appointments meetings and travel arrangements for staff members
• Ensure compliance with company policies and procedures
• Address any issues or concerns raised by staff members and provide solutions as needed
• Continuously identify opportunities for process improvement and implement changes as necessary
• Assist in onboarding new employees
• Ensure a clean and organized office environment
• Oversee day-to-day office operations, including maintenance, supplies and vendor relationships

Executive Assistant Duties

• Manage the DTO executive's calendar including scheduling meetings appointments and travel arrangements
• Coordinate and prioritize incoming requests and correspondence ensuring timely responses and follow-up
• Prepare and edit documents presentations and reports for executive meetings and presentations
• Act as the primary point of contact for internal and external stakeholders including screening and directing phone calls and emails
• Assist with project management tasks such as tracking deadlines coordinating deliverables and managing workflows
• Organise and facilitate meetings including preparing agendas taking minutes and disseminating meeting materials
• Conduct research and compile data as needed to support executive decision making and strategic initiatives
• Handle sensitive and confidential information with professionalism and discretion
• Perform other administrative tasks and special projects as assigned

Skills, Knowledge and Expertise

• Proven experience as an Executive Assistant and Office Manager
• Strong organisational, multitasking and time-management skills
• Excellent written and verbal communication abilities
• Proficient in MS Office suite and other relevant software
• Ability to handle confidential information with discretion

Benefits

• Annual Leave: 25 days + bank holidays and increasing by one day a year to 30 days
• Company holiday: 3 additional days off between Christmas & New Years
• Ability to buy and sell holiday days as well as the ability to bank days (tenure dependant)
• Sabbatical Policy (tenure dependant)
• Flexible working options: we are operating a hybrid working model with 3 days a week from the office
• Pension: Hargreaves Lansdown - 4% matched contribution
• Private healthcare: Yulife for yourself and any nominated dependants
• Cashback/discount shopping site (Perks at Work)
• Company events i.e. Christmas party, all-company event and other social/hosted events during the year (we have an active social committee!)
• Team socials
• Employee referral scheme