Job Title: Management Assistant
Location: Orpington
Hours of Work: 9:00am to 5:00pm, Monday to Friday, office based
Reporting To: Managing Director and Directors


Role Overview


The Management Assistant will provide high-level administrative and business support to the Managing Director and Directors, while also supporting the wider leadership team of 8.


This is a pivotal, hands-on role ideal for an experienced administrative or executive support professional who thrives in a fast-paced, professional services environment. The role requires excellent organisation, strong communication skills, high attention to detail, and the ability to handle confidential information with discretion.


Key Objectives
*To ensure the smooth and effective day-to-day running of the Managing Director and Directors’ activities
*To provide proactive administrative, HR, recruitment, and management information support
*To coordinate meetings, manage diaries, prepare documentation, and track actions effectively
*To act as a trusted point of coordination across teams and departments


What’s on offer:


Negotiable starting salary with the standard benefits package (Holiday, Pension etc.) and a culture built around developing staff.
Strong team environment within a business that are growing year on year and some excellent career prospects.
Full support for professional qualifications


Duties & Responsibilities:
*Executive & Leadership Support:
*Manage complex diaries, meetings, and scheduling for the Managing Director and Directors
*Coordinate internal and external meetings, including preparation of agendas and reports
*Prepare, collate, and organise meeting packs, leadership packs, reports, and presentations
*Take minutes and track actions from meetings, ensuring timely follow-up
*Act as a first point of contact for internal stakeholders and external enquiries
*Maintain discretion and confidentiality at all times


Recruitment & HR Administration:
*Manage end-to-end recruitment administration, including:
*Creating and posting job adverts
*Responding to recruitment enquiries via email and telephone
*Liaising with recruitment team, recruiters and third-party suppliers
*Screening CVs and conducting telephone interviews
*Coordinating interviews with hiring managers
*Maintaining accurate candidate trackers
*Support HR administration activities, including:
*Setting up new starters and coordinating inductions
*Preparing information for monthly HR meetings
*Assisting with payroll processes
*Completing leavers’ checklists and exit processes


Business & Office Administration:


*Provide general administrative support to Directors and the leadership team
*Prepare and distribute documentation for meetings
*Manage calendars and schedule meetings across teams
*Answer and transfer overflow calls across the business and direct dials
*Monitor and respond to shared mailboxes
*Manage mailboxes in Managing Director and Directors absence


Management Information Support:
*Assist with data analysis, identifying trends and errors
*Collate and review monthly figures
*Produce month-end management and leadership packs
*Ensure timely and accurate reporting
*Build strong working relationships across all departments


Additional Responsibilities:
*Support compliance, governance, and internal processes where required
*Track deadlines and ensure actions are completed on time
*Contribute to continuous improvement of administrative processes
*Undertake ad hoc projects as required


Key Skills & Attributes:
*Self-motivated with a positive, can-do attitude
*Strong written and verbal communication skills
*Excellent attention to detail and accuracy
*Effective time management and ability to prioritise workloads
*Ability to manage feedback positively and adapt quickly
*High level of confidentiality, discretion, and professionalism
*Proactive, uses initiative, and works well independently
*Confident working with senior stakeholders


Experience & Technical Skills:
*Previous experience in an Executive Assistant, Management Assistant, or Business Support role preferred
*Experience within insurance, financial services, or a regulated environment desirable
*Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
*Comfortable working with data and numerical information