Looking for a Job? Here is a selection of our current vacancies

We don’t advertise all of our vacancies (some of our clients like us to recruit confidentially), but here are some of our current opportunities.  If you are interested and think that you have the necessary experience and skills, please feel free to apply.  We will let you know whether your application has been successful as quickly as possible.

If you are registered with www.secsinthecity.co.uk, you can apply through their website too, alternatively just click the apply button below the advert and send us your CV.

Job Ref: 1901 - PA/OFFICE MANAGER

  • LONDON (WEST), LONDON (GREATER)
  • £30,000 - £35,000 pa depending on experience

Our client is a small boutique property development company, current looking for a PA / Office Manager.

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You will be the "go to" person for all things "admin"! 
This is a lovely small, friendly team and would be a great opportunity for someone with an interest in property - lots of opportunity to develop the role and get involved once you have the basics covered.

Responsibilities will include:

  • Answering phones / directing enquiries
  • Organising meetings / diary management for the Directors
  • Organising travel
  • General correspondence
  • Ordering office supplies
  • Managing supplier relationships
  • General office admin

You will need to have lots of initiative and the ability to muck in and support the team as required. The successful candidate will need to be well spoken, well presented, well educated and have at least two years' office experience.

Job Ref: 1902 - PA to Chief Executive

Our client is a well known charity supporting the development of young females.  Based in Victoria, they need an experienced senior level PA to support the Chief Executive.

Main responsibilities will include:

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  • To sustain a professional central point of contact for the CE, and Chair both internally and externally, acting as key link and gatekeeper. This includes but is not limited to taking messages, re-directing calls, enquiries and requests.
  • To act on behalf of the CE, and Chair, making decisions and delegating tasks within agreed parameters. This is particularly key for the Chair which is a lead voluntary role and not always available in working hours as works full time in a role external to Girlguiding. To manage the diaries of the CE, and Chair, including managing their travel and accommodation requirements.
  • To coordinate work, systems, policy and procedural requirements and records for the CE, and Chair.
  • To take responsibility for the CE Action Log, ensuring assigned actions are on track for completion. Acting as a prompt and scheduling reminders as required.
  • To draft and prepare correspondence on behalf of the CE, and Chair.
  • To liaise with the Directors and their PAs to ensure information is shared, and tasks are actioned.
  • To support the CE, and Chair in their roles through extensive communication with key stakeholders and lead volunteers
  • To assist the CE in arranging the Country and Region Managers’ meeting.
  • To ensure that the CE, and Chair are briefed in advance for events, speeches and presentations and have all necessary materials and information for meetings
  • To support the CE, and Chair to recruit and induct new senior staff and volunteers as required.
  • To build and maintain positive relationships with stakeholders at all levels, responding in a timely and professional manner.

 Budget management

  • To be responsible for the CE, and Chair budget spend.  Providing regular updates on available budget to ensure CE is within spend. 
  • To ensure credit card, invoices and expenses are processed, including recording expenditure and reconciliation with the Finance Department.

People Management

  • To supervise day to day the Leadership Support Team, consisting of three PAs; and to line manage one Admin. Assistant 
  • To provide daily operational support and guidance to staff working directly with volunteers and the senior management team.

Additional information

You will need to work a minimum of six weekends across the year for which time off in lieu will be given. 

You will also have ad-hoc requirements to attend evening meetings.  Girlguiding operates time off in lieu and a flexi time policy allowing working hours to be adjusted accordingly.

Travel to locations throughout the UK requiring some overnight stays.

To undertake any other duties that may reasonably be required to fulfil the duties of this post.

Job Ref: 1903 - Executive Assistant - media company - 10 months FTC (maternity cover)

Our client is a purveyor of pop culture, making and selling license-focused collectibles. Founded in the USA ever expanding with their UK offices in Hammersmith, West London and Maldon, Essex. They currently hold hundreds of licenses for franchises ranging from Marvel to Harry Potter, giving them the rights to create tens of thousands of characters—one of the largest portfolios in the pop culture and collectibles industry. They take your favourite characters and turn them into adorable, or sometimes scary, collectible figures.

 

Located at their main UK Headquarters in Hammersmith, the PA & Office Coordinator will be the face of the department for visitors. Responsible for providing full administrative PA support to the Senior Management Team (SMT) as well as ensuring the smooth running of the office. The ideal candidate will have previous PA experience supporting at a senior management level; with duties such as but not limited to: diary/calendar management, scheduling meetings, travel/accommodation booking, expenses and supporting with preparing presentation ; You’ll be hands on, proactive and highly organised with excellent multi-tasking skills. A friendly demeanour with exceptional communication skills is a must, along with the ability to work with confidential information whilst remaining discreet at all times. Your Superpowers in Action Personal Assistant Duties

Responsible for daily administrative duties for SMT, in particular the Head of Strategic Marketing & Sales and Head of Sales Operations
Co-ordinate and manage day to day activities including: diary/calendar management, scheduling meetings, screening telephone calls/visitors, contact list management
Arranging overseas travel and accommodation for SMT (and clients/contacts/senior US execs from time to time), deal with last minute changes
Support with printing and preparing documents for internal/external meetings
First point of contact for SMT’s guests, assisting where necessary
Setting up for meetings/meeting rooms and arranging catering whenever necessary
Preparing expenses for the SMT (personal cash & company credit card);
Carrying out any other ad hoc errands as requested by SMT ( arrange and collect coffee orders) Office Duties
Ensure the smooth running of the office; liaise with managing agents, onsite security, service providers etc.
Maintain a tidy and orderly office – ensure reception, kitchen and other communal spaces are presentable at all times
Act as the point of contact for building management or external providers
Coordinate meeting rooms, couriers and postage, national/international shipments and taxis
Coordinate and manage the day-to-day running of the office ordering office supplies to regular food orders, internal and external post, etc
Assisting with the dressing up and dressing down of meeting rooms
Arranging catering for internal/external meetings
Undertake any ad hoc duties as requested by SMT Must-Have Superhero Gadgetry
Previous PA experience, ideally supporting someone of senior management level
Excellent administration and organisational skills, with the ability to prioritise
Working knowledge of Microsoft Office 365 packages
Demonstrates proactivity/initiative and is solution orientated
High attention to detail
Ability to work with confidential information and remain discreet at all times
Good relationship builder with internal and external stakeholders
Highly driven, resilient and effective in fast paced environments
Excellent written and verbal communication
Passionate about the customer experience
Demonstrates a ‘team player’ ethic

Why Join


This is a fantastic opportunity within a rapidly expanding business, which is on track for phenomenal growth
The opportunity to help grow something from a relatively small base within a highly buoyant marketplace
Excellent promotional opportunities as the business grows
Outstanding culture, which is fun, dynamic and constantly evolving
Benefits include 25 days annual leave per year (pro rata), pension, discretionary company bonus and a wide variety of discounts (shopping, food & drink, entertainment and health & fitness) through Perkbox.

Job Ref: Temporary PA

We quite often receive last minute requests from clients for experienced PAs who are available immediately.  If you are looking for ad-hoc temp work, please feel free to forward your CV - we would love to hear from you.

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Our assignments range from 1-2 days, to several weeks / months - or even temp to perm opportunities.  You will need to demonstrate excellent PA experience and the ability to adapt to new environments.

Job Ref: 1905 - Assistant Office Manager

Our client has become the UK’s No.1 rated home insurer. Their best in class service levels, aligned with their proprietary technology and passionate team of people, have also resulted in them being one of the UK’s fastest growing home insurers.

Their London office is where the behind the scenes magic happens and is home to all the developers and support staff who help make the brand run smoothly. It is a dynamic and collaborative environment with an exceptional team of experienced professionals. As a result of continued growth they will be relocating to a new office in early 2020.

Who are you?

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You will have the following key skills:

  • Credibility, and an ability to be an effective ambassador for the organisation;
  • Strong communication and organisational skills;
  • Excellent planning and prioritisation skills;
  • Superb attention to detail, and thorough administrative skills;
  • Demonstrable ‘people’ skills and a positive approach to problem solving;
  • Works successfully using own initiative and as part of a small team;
  • Excellent literacy and numeracy;
  • Discretion, confidentiality and sensitivity;
  • Self-motivation, commitment, enthusiasm;
  • Ability to work calmly under pressure;
  • Flexible – on occasion you may need to stay late or come in at the weekend for our of hours work.
  • Job Spec
  • Facilities/Administrative
  • Responsibilities:
  • Responsible for the maintenance and on-going development of London office space;
  • Provide project support to the EA/Office Manager with impending office move;
  • Devise and maintain office systems and records, including data management and filing;
  • Build and maintain supplier relationships, handling office maintenance, liaising with suppliers and contracted service providers to ensure the smooth running of the office;
  • Responsible for all health and safety compliance onsite, including that of third party services providers and maintenance records.To ensure the fabric of the building both externally and internally is maintained and serviced to a high standard in accordance with the management contract and agreed budgets;
  • Set up and maintain a suitable PPM schedule for lighting, emergency lighting, power and air conditioning units under company’s control;
  • Liaise internally with stakeholders to understand the short-term, medium-term and long-term requirements of the offices are fully understood and planned for accordingly;
  • Ensure that London office security processes are clearly defined and implemented including the issue and management of access passes, keys/fobs;General accounting duties for related office expenses: approving invoices, processing credit card charges etc.;
  • Produce management data and information across operations, finance, compliance, HR, learning & development;
  • Document production including general correspondence, briefing papers, reports and presentations;
  • Arrange meetings, conference calls, worldwide travel and accommodation as and when required;
  • Event Support (breakfasts, lunches, team events) both held in-house and externally;
  • Oversee the meeting room facilities to ensure they are functional and fit for purpose;
  • Undertake other ad-hoc projects and administrative duties as required.

HR Responsibilities:

  • Assist the Office Manager with the recruitment process; issue offer letters, contracts, appropriate follow-up and employee onboarding/offboarding processes.
  • Support contractors process, including obtain weekly timesheets and monthly invoices;
  • Maintain staff data and personnel files, ensuring that they are current at all times;
  • Ensure recruitment contracts are signed off in accordance with negotiated fees and filed appropriately.Maintain holiday and sickness absence records and produce reports;

Qualifications and Experience

  • At least 3 years proven facilities/office management experience;
  • Advanced standard of English and Maths;
  • Intermediate to Advanced MS Office Suite;
  • Experience of working successfully within teams and on own initiative;
  • Analytical with strong attention to detail;
  • Solid administrative skills, adept at setting up processes and procedures from scratch;
  • Able to prioritise a demanding workload and juggle a multitude of tasks with ease;
  • Proactive approach to work and a strong work ethic.What we can offer
  • Fantastic working environment
  • Long term and stable career in a progressive environment
  • Competitive benefits package: up to 25 days holiday, death in service benefit at 4x salary, breakfast, fresh fruit, refreshments, pension*, private healthcare* which includes discounted lifestyle benefits such has half price gym membership and cinema tickets. Season ticket loan*, discounted events tickets at the O2 arena* and much more.
  • *denotes benefit available after successfully passing probationary period
Feel free to send us your CV on a speculative basis. We might receive a new vacancy tomorrow!