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Executive Assistant Office Manager

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  • Job
    Full-time
    Senior Level
  • London

Requirements

  • 5+ years of experience in a similar role and be able to demonstrate their reliability and personal impact with examples, including how they would represent the company.
  • Qualifications in business administration or similar academic background, or candidates that can otherwise demonstrate their skills and experience in similar roles.
  • Fluent in written and spoken English, including an ability to construct thoughtful, tactful and diplomatic communications.
  • Strong attention to detail and an ability to maintain strict confidentiality.
  • With a desire and an ability to be very proactive, to sometimes work independently, be self-motivated, and to apply common sense, the candidate will have a significant amount of discretion to mould and build out the role in their style.

Responsibilities

  • 1. To support the CFO, and sometimes the wider ExCo team, legal team and board, with:
  • Booking travel, flights, hotels, lunch or dinner meetings, and other appointments.
  • Replying to emails (such as banks, financiers, auditors) and managing emails and actioning follow ups.
  • Acting as the CFO’s representative under instruction, and managing calendar, meetings and whereabouts, and related practical matters.
  • Internal and external meeting coordination, set up and preparation of meeting packs and materials, including assisting with board meeting management (including such as researching venues, travel bookings and coordination, agenda confirmation etc. as necessary).
  • Writing minutes and circulating actions to follow-up from meetings as needed (but not board meetings), including certain finance and other projects.
  • Finalizing documents and editing of papers and memos for the board, audit and finance as required.
  • Printing and filing and maintenance of financial ‘bible’ information and managing filing structure (hard and soft copies) of finance and accounts team.
  • Assist CFO and senior finance team with administrative tasks on an ad hoc or as needs basis.
  • Managing / finalizing / quality control (not content creation) over finance and ExCo presentation materials, potentially including such as monthly reports, audit committee papers, bank materials, and external investor reports.
  • Supporting the expense and travel policies alongside finance and HR (including monitoring compliance, random checks, and initial follow up with managers if needed).
  • Support to wider ExCo as needed on an ad hoc basis, per some of the above.
  • 2. First-line responsibility for all aspects related to the running of Navigator’s London office that would typically include:
  • Reception management to ensure employees, visitors and callers receive a warm and welcoming experience.
  • Management of supplies and supplier management, primarily for London-office and occasionally company-wide, to ensure stock provision and monitoring quality of service, with an eye on sustainability and cost effectiveness.
  • Act as key contact for building management, ensuring office procedures align with H&S requirements (as instructed by Office H&S representative), plus managing planned and reactive office maintenance as appropriate (with potential for some budgetary responsibility).
  • Manage office perks provision and be a key member of the Social Committee to plan events and charitable initiatives.
  • Travel platform management for all offices and account management with London-based hotels.
  • Assisting with the drafting and management of office policies and administration as needed.

FAQs

What are the main responsibilities of the Executive Assistant Office Manager?

The main responsibilities include supporting the CFO and Executive Committee with travel bookings, email management, meeting coordination, document preparation, and managing the London office’s operations, including reception management and supplier oversight.

Is this role suitable for someone seeking flexible working hours?

While some flexible working may be possible on an ad hoc basis, the general expectation is to be in the London office five days per week.

What qualifications are required for this position?

Candidates should have 5+ years of experience in a similar role and qualifications in business administration or a related field, or must demonstrate relevant skills and experience.

What skills are essential for success in this role?

Essential skills include strong attention to detail, discretion in handling confidential information, fluency in English, and the ability to communicate diplomatically and tactfully.

Will the Executive Assistant Office Manager be involved with overseas offices?

Yes, the role may involve ad hoc interaction and involvement with overseas offices in Denmark, Poland, and The Philippines.

What is expected in terms of office management responsibilities?

The role entails managing reception, overseeing office supplies, acting as a key contact for building management, and coordinating office perks and charity events.

Is experience in finance or accounting necessary for this position?

While direct finance or accounting experience is not explicitly stated as necessary, familiarity with financial processes and documents would be advantageous due to the supportive role to the finance team.

How will the Executive Assistant Office Manager handle communication with external stakeholders?

The role involves replying to emails from banks, financiers, and auditors, necessitating strong communication skills and professionalism.

What kind of discretion does the role entail?

The candidate will have discretion to mold and build the role in their style, manage tasks independently, and make judgment calls on various responsibilities.

Are there opportunities for involvement in company culture and social events?

Yes, the Executive Assistant Office Manager will be a key member of the Social Committee to plan events and charitable initiatives.

Connecting the world today, creating a sustainable tomorrow.

Transportation
Industry
51-200
Employees
1997
Founded Year

Mission & Purpose

Navigator Gas is a leading owner and operator of the world's largest fleet of handysize liquefied gas carriers. The company specialises in the transportation of liquefied gases such as LPG, petrochemical gases, and ammonia, facilitating global energy and industrial supply chains. Navigator Gas’s ultimate mission is to provide reliable and efficient shipping solutions that support the evolving needs of their customers while maintaining a strong commitment to safety and environmental sustainability. Their purpose is to connect producers and end-users by delivering critical gases across the globe, ensuring smooth and responsible transportation operations.