Personal Assistant & Office Manager - Permanent, Canary Wharf Hours: 40 per week, Monday to Friday WFH: Once per week, on a Friday Duties & Responsibilities * To support the People Director, Director of Business Operations and Director of Property & Asset Management. * Reporting into the Executive Assistant and acting as the line manager's first point of contact with people from both inside and outside the organisation. * Overall management of 3rd floor meeting rooms and general office environment * Management of BAML Head Office vendor relationships ensuring the most cost-effective contracts are in place, and service agreements are adhered to * Champion an environmentally friendly office, reducing the company’s carbon footprint * Providing a safe and pleasant user-friendly (and sustainable) office environment. Act as Fire Marshall and First Aider for the 3rd floor, pro-actively ensuring that the company complies with H&S and Fire legislation, ensuring all required assessments, monitoring and remedial action and records are undertaken Administration for the People Director, Director of Business Operations and Director of Property & Asset Management: * Diary management * Email monitoring and taking action as necessary * Screening phone calls, enquiries and requests, and handling them when appropriate * Organising meetings and events * Document preparation, including reports, briefings, correspondence, PowerPoint presentations, etc * General administrational duties such as maintaining efficient electronic and paper filing systems, drafting minutes & typing agendas, post (incoming/outgoing), photocopying, and any other ad-hoc tasks Personal Responsibilities: * Take responsibility for the implementation of initiatives within own sphere of duties * To prioritise and organise own workload to be able to deliver against deadlines * Organise staff engagement activities including social evenings and breakfast talks * Ensuring coordination and support with staff inductions and onboarding * Organising the office layout, maintaining the office condition and regular maintenance and repair of office equipment, as required * Checking inventory on regular basis and ordering office supplies (stationery, refreshments) * Project managing events such as Team Awaydays, hosted meetings, offsite meetings and conferences, and staff parties * Ad-hoc support to the wider BAML Head office teams Skills, Experience & Qualifications * Experienced ‘hands on’ Personal Assistant and Office Manager who can work on their own initiative and effectively with a wide range of colleagues, associates and contractors * Experience in the preparation and editing of Board papers and associated documents * Experience of producing effective minutes / agendas * Excellent organisational, management, presentation, communication, multi-tasking and interpersonal skills are essential * Be fully proficient in all Microsoft Office programs (including Word, Excel, Powerpoint & Outlook) * Able to prioritise a busy workload whilst maintaining attention to detail * Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems Ballymore operates as an equal opportunities employer