Executive Assistant and Office Manager

Job description
Executive Assistant and Office Manager

Job Title: Executive Assistant and Office Manager

Location: Orpington, Kent

Reports To: Chief Executive Officer (CEO)

Job Description:

Specac is a global spectroscopy accessory and sample preparation business with decades of experience in designing state-of-the-art solutions for molecular and atomic spectroscopies, including FTIR, NIR, UV-Vis, XRF, and Raman.

Applications of Specac products are diverse, ranging from analysis of raw materials in pharmaceutical manufacturing through to cutting-edge chemical characterisation and diagnostics. Our accessories support spectroscopic analysis of materials & chemical products, pharmaceuticals, food & beverage, mining & refining, as well as across the public sphere of academia, policing, and public health. We also have a growing presence in Process Analytical Technologies and continue to look for innovations in all areas.

Having recently attracted a new private equity investor and made an acquisition, the company is on a significant growth trajectory and consequently seeks to add new talent and capabilities to the leadership team.

We are seeking a highly organised, detail-oriented, and proactive individual to fill the role of Executive Assistant and Office Manager. This dual role requires a dynamic individual capable of efficiently managing both executive support duties for the CEO and the daily operations of the office. The ideal candidate will be a master multitasker with excellent communication skills and a positive attitude.

Key Responsibilities:

Executive Assistant Duties:
• Administrative Support: Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Communication Management: Screen and prioritize phone calls, emails, and other correspondence. Draft and edit emails, letters, and reports on behalf of the CEO.
• Meeting Coordination: Organize and prepare for meetings, including booking venues, arranging catering, preparing agendas, and taking minutes.
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
• Research and Gather Information: Prepare reports and presentations on behalf of the CEO e.g. board papers.
• Liaison Role: Act as a point of contact between the CEO and internal/external stakeholders, ensuring smooth communication and follow-up on critical issues.

Office Manager Duties:
• Office Operations: Oversee the daily operations of the office, ensuring a smooth and efficient work environment.
• Supplies Management: Maintain office supplies inventory by checking stock and ordering new supplies as necessary.
• Vendor Management: Liaise with office vendors, including cleaning services, supply vendors, and maintenance providers, to ensure all office needs are met.
• Budgeting: Assist in managing the office budget, including tracking expenses and ensuring cost-effectiveness.

Qualifications:
• Experience: Minimum of 5 years of experience in an executive assistant role, with a focus on supporting C-level executives, and/or office management role.
• Skills:
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High level of professionalism and confidentiality.
• Strong problem-solving skills and attention to detail.

Competencies:
• Adaptability: Ability to adapt to changing priorities and manage multiple tasks simultaneously.
• Initiative: Proactive approach to problem-solving and task management.
• Interpersonal Skills: Ability to work collaboratively with colleagues at all levels of the organization.
• Customer Service Orientation: Commitment to providing excellent support and service to internal and external stakeholders.

Other Requirements
• The right to work and live in the UK without company sponsorship
• Must be able to commute to the Orpington site BR5 3FQ

Interviews will be held week commencing the 5th August.