Executive Assisstant & Office Manager

at  Icertis

POSITION SUMMARY

We’re thrilled to announce an exciting opportunity for an Executive Assistant & Office Manager at our vibrant London office!
In this dynamic role, you’ll be providing top-notch support to our Corporate Vice President (CVP) of EMEA Sales and offering ad hoc assistance to other senior people managers.
Your responsibilities will also include managing the London office, ensuring it operates smoothly and efficiently.
You’ll report directly to the CVP Sales EMEA and work closely with the Head of HR EMEA, becoming the go-to person for fostering a positive and engaging office culture.
Join us and be a key player in driving our success and creating a fantastic work environment!
While we embrace flexibility in working hours and location, this role is primarily office-based. You’ll be expected to work full days in the office as needed, with a minimum requirement of being present on Tuesdays and Thursdays.

WHAT YOU WILL DO AS AN EXECUTIVE ASSISSTANT:

• Direct Executive Support: Manage schedules, prepare documentation, and handle correspondence for the CVP, drafting and coordinating communications as needed.
• Diary Management: Schedule and coordinate meetings, conferences, interviews, and other events for the executive team.
• Travel Coordination: Arrange international travel, including hotels, transportation, and restaurants, while keeping within budget.
• Meeting Preparation: Prepare agendas, briefing materials, and presentations for both internal and external meetings, and proactively follow up on action items and deliverables.
• Expense Management: Efficiently manage the CVP’s expenses, ensuring accurate and timely reporting to finance.
• Stakeholder Relations: Build and maintain professional relationships with key stakeholders, representing the CVP with professionalism.
• Confidentiality: Handle sensitive information with the utmost confidentiality and discretion.
• IT Proficiency: Demonstrate a strong working knowledge of the Microsoft Office Suite.

WHAT YOU WILL DO AS AN OFFICE MANAGER:

• Collaboration: Work closely with our Office Manager in Frankfurt to ensure consistency and efficiency across our EMEA offices, providing backup and additional support as needed.
• Event Coordination: Partner with HR to plan, coordinate, manage, and support office initiatives and events, both on- and off-site, throughout the year, including budget management. This may also include global initiatives.
• Catering Management: Manage the office lunch process and provide catering for in-office meetings and events, ensuring cost-effective solutions.
• Health and Safety: Serve as the Health and Safety representative for the London office, ensuring compliance with regulations and acting as the key contact with building management.
• Point of Contact: Act as the primary contact for the London office, handling both intercompany and external visitor interactions.
• Daily Operations: Oversee and coordinate daily administrative tasks and activities to ensure seamless office operations in a hands-on and proactive manner.
• Supplies Management: Proactively manage office supplies, including inventory such as refreshments, office equipment, and utensils, facilitating the team’s needs.
• Liaison Role: Act as the liaison between building management and the company to ensure a fully functional office environment.
• Inquiry Response: Respond to general inquiries and requests, both internal and external, in a professional and timely manner, identifying and resolving administrative or process issues.
• Vendor Management: Manage vendors for office supplies and services, ensuring service levels are maintained, invoices are processed and paid on time, and costs are negotiated effectively.
• Employee Onboarding and Offboarding: Assist with onboarding and offboarding employees, including configuring laptops (supported by the IT team), sending and receiving laptops, and couriering equipment to remote employees.