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Part Time Executive Assistant / Office Manager - London
Date Posted: 12 July, 2022
Belmont Green Finance Limited
London
Role Purpose

The Office Manager will be responsible for office support activities in the London office and will also support remotely on an ad-hoc basis to our other two offices based in Staines and Skipton. They will also support the CFO with EA duties as required.

Our Culture:

As an equal opportunities employer, Belmont Green and Vida is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join us. We believe diversity enables better business outcomes. We also believe that a more inclusive workplace, where people of different backgrounds work together, ensures better outcomes for all staff. From application to interview, we place inclusion at the heart of all we do.

Key Responsibilities
  • Reception-like duties such as dealing with couriers and deliveries, and answering mainline inbound calls
  • Coordinate cleaners and contractors on site
  • Liaise with the building maintenance team for general building issues
  • Build strong relationships with the main building and other building receptions
  • Support with safe and healthy requirements such as DSE assessments
  • Sort and deliver incoming post
  • Collect and prepare outgoing post
  • Monitor overall office cleanliness and replenish stationary stock levels across the office
  • Keep the kitchen and breakout areas tidy, including putting kitchenware in and out of the dishwashers
  • Keep stationery and kitchen consumables topped up, ordering additional supplies as and when required
  • Taking responsibility of organising shredding, recycling, and waste management within the office
  • Refill and maintain the coffee machines, water filter cartridges, replacement printer toners and ordering additional supplies as and when required
  • Support staff seating arrangements and management of meeting rooms
  • Catering for team meetings
  • Issuing security cards to staff and ensuring leavers’ IT equipment including the card is returned
  • Arranging and sending out business cards
  • Book travel, hotels, and meeting rooms

CFO support:

  • Supporting to ensure staff holidays are approved in a timely manner
  • Diary management
  • Address ad hoc queries sent by the CFO and team
  • Maintain the CFO colleague’s distribution list maintenance (new joiners, remove leavers)
  • Support monthly board meetings and planning ahead to ensure that the team have submitted papers on time
  • Support with other ad hoc projects and assistance when required to meet business needs
  • Arrange CFO function townhalls
Knowledge & Experience
  • Excellent customer service skills
  • Excellent communication skills, both oral and written
  • Proven organisational skills
  • Ability to work on own initiative
  • Ability to prioritise workload
  • Willingness to learn and train up
  • GCSE (A-C) in Maths and English
  • Previous experience in an office environment
  • Proficiency in the use of Microsoft software packages (Word and Excel)
  • First aid qualified (useful but not essential)
  • Fire warden trained (useful but not essential)
Benefits

Belmont Green and Vida offers comprehensive benefits package to support our employees’ professional and personal needs, these are:

  • Agile Working
  • Annual Bonus - (company and personal performance related)
  • Annual Leave - 25 days annual leave rising to 28 days (1 extra day per full year worked) plus bank holidays
  • Buy Annual Leave - Up to a maximum of 5 days annual leave can be purchased and will be provided interest free
  • Birthday Leave - We provide staff their birthday off to celebrate in style following 6 months’ service
  • Vitality - Private Medical (Single cover) with Vitality as a ‘Benefit in Kind’ including discounts and health incentives
  • Health MOT - Annual health checks with Vitality representative
  • Free flu jabs
  • Group Income Protection Insurance - Up to 50% annual salary protected over 2 years to support rehabilitation back to work if absent due to illness over 13 weeks
  • Season Ticket Loan - We understand that some staff will need to rely on public transport in order to attend their work location. This benefit is intended to help staff cover the costs of a season ticket.
  • Company Pension – up to 10% company contribution after 6 months’ service if employee puts in minimum of 5%
  • Life Assurance - Offering 4 x basic salary
  • Education and Further Learning
  • Employee Referral Incentive Scheme
  • Volunteering Opportunities
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