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Executive Assistant / Office Manager
The Executive Assistant / Office Manager will play a pivotal role in ensuring the smooth running of our Edinburgh office. This position combines high-level administrative support for Partners and Directors with responsibility for managing the office environment and colleague experience. The ideal candidate will be experienced, proactive, highly organized, and passionate about delivering exceptional service.
The role will be based full time (Monday – Friday) within our new Edinburgh city centre office.
Role and Responsibilities
Executive Assistant Duties
Provide comprehensive support to several Partners and Directors across different service lines, including:
*Diary Management: Schedule internal and external meetings, manage conflicts, and ensure all details and supporting documents are prepared in advance.
*Travel Coordination: Book travel through the company system and update calendars accordingly.
*Document Preparation: Assist with reports, presentations, and other materials, ensuring adherence to branding and deadlines.
*Inbox Management: Support email organization and prioritization where required.
*Task Prioritization: Help stakeholders focus on high-impact activities, providing reminders and follow-ups on key deadlines.
*Expense Processing: Submit and track expenses using the company system.
*Event Support: Assist with events involving stakeholders.
*Handle confidential information with discretion.
*Manage incoming calls via the switchboard and direct them appropriately.
*Order internal rewards for team members as needed.
*Provide support to central functions such as HR when required.
*Offer cover for other EAs during absence periods.
Office Management Duties
*Work closely with the Office Head to maintain a welcoming and efficient office environment.
*Share communications and updates with the team.
*Assist with organizing internal and external events.
*Ensure compliance with office processes and policies, escalating issues where necessary.
*Monitor and manage office budgets, including credit card expenses.
*Maintain office records and documentation.
*Organize and manage office supplies for employees and visitors.
*Oversee office security, including regular checks, record-keeping, and annual audits in collaboration with the Head of Information Security.
*Liaise with building management to ensure service quality and compliance.
*Manage contractors for planned and ad-hoc maintenance, ensuring Health & Safety and security compliance.
*Respond to facilities tickets promptly.
*Ensure health and safety standards are met and documented.
*Act as the on-site AudioVisual equipment expert, providing basic IT/presentation troubleshooting and liaising with IT as needed.
*Handle administrative tasks, including mail delivery and acceptance.
*Provide cover for other Office Managers during absence periods.
*Own and continuously improve office processes.
Key Skills & Experience
*Proven experience as an Executive Assistant in similar role within a corporate environment.
*Proven experience managing multiple diaries.
*Strong stakeholder management skills at all levels.
*Familiarity with video conferencing solutions.
*Excellent communication and interpersonal skills.
*Proficiency in Microsoft Office Suite.
Demonstrated Commitment to our Core Purpose
*Power in Partnership: We work in partnership with our clients & each other – building open and trusted relationships. Working together allows us to deliver the best for our clients.
*Future Focus: We want to push our industry forward by solving problems in better ways that benefit both our clients & society.
*Strength in Difference: We work with diverse perspectives to find better solutions. Working with differences makes us stronger.
*People First: We recognise that pensions is a people business. People are the source of Isio’s expertise and it is people’s lives that we affect through our advice.
What we offer you
Isio is a people business, and we’re committed to helping our great colleagues gain a wide variety of experience, significant development opportunities and progression through the business. The variety of work that’ll be available to you will enable you to do this.
You can find out more about Isio and the benefits we offer on our careers website.
At Isio, we are committed to fostering an inclusive, equitable and diverse workplace, in which our colleagues feel they belong, regardless of background or difference. We uphold the values of respect, fairness, and inclusion in our actions and decisions. We believe that by adhering to these principles, we will create a stronger, more innovative, and supportive environment for all, as well as ensuring that the advice and support we provide to our clients is more creative, more insightful and leaves a lasting impact.
We have offices across the UK and many of our roles offer a hybrid, flexible approach to work to help create a work-life balance that works for you. Isio Group is an equal opportunities employer and we welcome applications from all suitably qualified candidates.
If you think you may require a reasonable adjustment to be made for any reason at any stage of your recruitment process, please ask.