Executive Assistant / Office Manager

The Benefits: Free Parking, Company Pension, Part time - condensed hours ideally across 4 or 5 days

The Hours: 3 days (ideally condensed hours across 4 or 5 days)

We are delighted to be recruiting for an experienced and highly organised Office Manager & Executive Assistant to join a professional Sheffield-based business. This is a varied and trusted role that sits right at the heart of the business, providing day-to-day support to the Directors whilst also taking ownership of office management, administration, finance support and an increasing amount of marketing activity. It would suit someone who loves variety, enjoys being the person who keeps everything moving behind the scenes and is equally comfortable organising diaries, drafting documents, coordinating events or creating marketing content. There is genuine flexibility around how the part-time hours are structured. The role is expected to be around three days per week, although the business would be very happy to consider someone who would prefer to spread condensed hours across four or five days.

You will provide broad support across the business, helping the Directors and wider team to stay organised and ensuring the office continues to run smoothly and professionally. The role will include:

Office Management & Administration

• Managing the day-to-day running of the office.
• Liaising with external IT support and helping to resolve day-to-day IT issues.
• Managing renewals including phones, insurance, databases and IT licences.
• Ordering office stationery and supplies.
• Maintaining digital filing and archiving systems.
• Maintaining holiday and absence records.
• Supporting the onboarding of new members of staff.
• Taking ownership of wider administrative tasks and ensuring actions are followed through.

Executive & PA Support

• Managing diaries and coordinating appointments.
• Arranging travel and associated logistics.
• Liaising with clients and contacts on behalf of the Directors.
• Formatting and preparing professional documents and presentations.
• Producing PowerPoint presentations, graphs, charts and supporting materials.
• Drafting reports, correspondence and client communications on behalf of the Directors.
• Producing management and business reports where required.
• Providing a small amount of personal administration support to the Directors.

Marketing & Communications

• Managing and updating the company website with new content and information.
• Creating and producing brochures, presentations and other marketing collateral.
• Supporting the planning and delivery of marketing activity and campaigns.
• Managing company social media channels and creating appropriate content.
• Helping to develop and maintain the company’s LinkedIn presence and wider online profile.
• Creating and distributing email marketing and mailshots.
• Supporting the organisation and promotion of seminars, events and networking activity.
• Producing presentations and marketing materials for company events.
• Maintaining and developing the company database of clients and professional contacts.
• Identifying opportunities to continually improve the company’s external profile and marketing activity.

Finance Administration

• Supporting bookkeeping activity and maintaining accurate financial records.
• Updating cash book, payroll records and invoice registers.
• Entering information into QuickBooks.
• Supporting VAT return preparation.
• Raising and issuing invoices.
• Logging bank payments.
• Supporting credit control where required.
• Processing employee and Director expenses.

We are looking for a highly organised, proactive and dependable person who is comfortable taking responsibility for a broad and varied workload. You are likely to have previously worked as an Office Manager, Executive Assistant, PA, Senior Administrator or within another broad business support role. You will ideally have:

• Previous experience within a varied office management, PA, EA or senior administrative position.
• Excellent organisational and time management skills.
• The ability to confidently manage multiple priorities.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Strong Microsoft Office skills, particularly Word and PowerPoint.
• The ability to produce professional documents, reports and presentations.
• Confidence working autonomously and using your own initiative.
• A proactive approach and a willingness to take ownership of tasks.
• Experience supporting senior people or Directors.
• An interest in marketing and communications.
• Confidence creating written content and supporting social media or digital marketing activity.

The following would be particularly useful, although not everything is essential:

• Previous experience managing company social media channels.
• Experience updating websites or working with website content management systems.
• Experience creating brochures, presentations or other marketing collateral.
• Knowledge of Canva or similar design software.
• Experience supporting events, seminars or networking activity.
• Previous bookkeeping or finance administration experience.
• Experience using QuickBooks.
• Experience working within professional services or a similar office environment.

You will be joining a professional, established business where this role will have significant visibility and influence across the organisation. This is not a traditional PA role where you will spend your entire week managing somebody else's diary. Instead, you will have the opportunity to become a trusted part of the business, taking ownership across administration, marketing, office management and executive support. The variety is a big part of the appeal of the role, and the successful person will have the freedom to organise their workload, use their initiative and genuinely make the position their own. This could be an excellent opportunity for an experienced Office Manager, EA or PA who is looking for a senior, varied part-time position and would particularly enjoy having greater involvement in marketing and communications.

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