Reporting toHead of Premises & Office Integration.
To provide front of house management and support to the Personal Assistant for the Group Executive Chairman and CEO and Executive team members, along with support to the Head of Premises & Office Integration.
To be the face of Nexus, meeting and greeting all clients and visitors to Nexus in a professional and efficient manner ;
To ensure a professional and efficient service to all staff and external guests;
Monitor visitor access and maintain security awareness;
Oversee the Junior Receptionist;
Respond to general queries regarding the office /facilities /stationary;
Answer telephone calls ina timely and professional manner; direct calls appropriately, take to taking accurate and complete messages;
Manage office and meeting room bookings ensuring that refreshments are provided for meetings as required;
Organising out-off office hours event events for staff and brokers;
Organise travel arrangements for all staff (hotels /flights /trains);
Organising in housebreakfasts and lunches;
Overall responsibility for the presentation and smooth running of the Nexus Reception.
Administer, update and circulate the daily office movement schedule;
Ensure that the reception, broker lounge and meeting rooms are kept tidy and that crockery and glasses are cleared away regularly during the day;
Ensure meeting rooms are set up for Induction and Board Meetings;
Ensure adequate supplies oftea, coffee and refreshments supplies are available and stored away;
Collate and distribute incoming and outgoing mail; organise courier pickups and deliveries;
Support any filing, scanning and photocopying requirements;
Support with any data entry and presentations;
Providing support to the office facilities team.
Support the Executive PA , Group CEO, Executive Leadership team and Facilities Team in ad hoc tasks as required;
Cover the Executive PA & Events Manager when she is absent from the office;
Provide support, as required, in the planning, organising and execution of marketing and social events;
Provide administration support to members of the Senior Management team including;
Diary Management & arranging meetings.
Keeping processes up to date
Provide support and assistance with facilities and building management
Keeping PPM informed of any issues with facility queries
Support with any ad hoc tasks
Individuals will be expected to adhere to the Reception dress code whilst presenting a professional image representative of the Nexus Brand.
Required Qualifications, Skills, Knowledge, Experience
Organising and planning
Strong attention to detail
Being able to multi-task
Strong verbal and written communication
Flexible approach to working hours
Able to use initiative and assist other departments, where necessary
Reliable and consistent
IT literacy including strong skills in PowerPoint, Outlook, Word, Excel
Relevant experience in a well-established finance organisation
Office Assistant /Management experience would be essential
Desire to learn and take on new responsibilities
To apply for this position please Contact: HR team
Contact Email: firstname.lastname@example.org