EA/PA/Office Manager

Job description

Company Profile

At Kings Oak Capital, we believe in fostering creative minds. Our purpose is to push boundaries and unlock new possibilities, enabling individuals to maximize their potential. This belief has guided us since our inception. As a values-driven organization, we are dedicated to operating ethically and sustainably while promoting a collaborative environment that empowers people from diverse backgrounds to thrive.

Job Purpose

We are seeking a dynamic and organized Executive Assistant and Office Manager to support our Chief Executive Officer (CEO). In this pivotal role, you will ensure the smooth and efficient operation of the office while managing administrative tasks and supporting high-level strategic initiatives.

This is a permanent, full-time position based in our Harrow office (5 days per week) from 8:00am to 6:00pm, and includes ad-hoc work evenings/weekends.

Job Summary

This is a high-responsibility, multi-faceted role that requires exceptional organizational skills, problem-solving abilities, and adaptability. As the key operational backbone of the company, this position demands expertise in Office Management, Executive Assistance, Personal Assistance, Project Coordination, and Human Resources. The individual in this role is responsible for ensuring seamless daily operations, efficient executive support, meticulous project tracking, and strategic HR oversight.

A sizable portion of this role is dedicated to Personal Assistance, requiring hands-on involvement in managing the CEO’s personal and professional affairs, including scheduling, household management, travel coordination, and financial administration. This is an around-the-clock responsibility, and the perfect candidate will be available for ad-hoc request 24/7. Beyond this, the role extends into managing company-wide policies, overseeing HR functions, maintaining office efficiency, executing high-level projects, and ensuring compliance across various domains.

The scope of responsibilities is vast, covering everything from board-level support, legal and financial coordination, vendor and staff oversight, IT management, compliance enforcement, and executive decision-making assistance. This role is integral to the company’s operational success, requiring someone who can preempt challenges, drive efficiency, and ensure that both business and personal matters run flawlessly.

Key Responsibilities

Office Manager:

• Work with the relevant team on all the office maintenance, management, and efficient running. This will include ordering regular supplies such as water, drinks and food and ensuring the office stationery as well as other items are in stock. As well as any office administration and management that needs to be done.
• Meet and greet all visitors, extend hospitality, and make them comfortable
• Ensure the office and meeting room is always ready and presentable
• Answer the office phone within three rings
• Maintain a filing system on the One Drive Server for all items/areas of work.
• Look after the management of the phone system and deal with the Communications Provider.
• Take responsibility for all IT office related issues.
• Ensure a clear desk office policy for all staff
• Manage incoming and outgoing mail with date stamping and scanning into the OneDrive system
• Ensure weekly reports are received and distributed to the board at the required and set times. This involves creating spreadsheets, extracting reports from Trello and chasing up task holders
• Ensure office policies are always adhered to
• Oversea the health, safety and compliance policies of the company and ensure health and safety is always adhered to
• Book in all maintenance and ensure fire safety and plans are up to date.
• Solely responsible for the scheduling of all maintenance

Executive Assistant:

• Management of directors’ diaries.
• Help other members of the board with ad hoc admin tasks and appointments scheduling.
• Managing all vehicle insurance (MOTs / insurance / services / road tax etc.)
• Take accurate and well-presented minutes in various meetings
• Attend all senior meetings and Board meetings
• Preparing agendas, meeting minutes, and follow-up action points
• Coordinating internal and external communications
• Managing confidential documents and data handling
• Handling expense reports, invoices, and budget tracking

Personal Assistant:

• Managing calendars, scheduling appointments, and setting reminders for Deepak and his family
• Organizing events, and personal engagements
• Manage and lodge all insurance claims
• Manage and execute all refunds and returns
• Arranging car servicing, insurance renewals, and registrations.
• Booking travel, accommodations, and itineraries.
• Must check in all travelling guests and provide specific parameters for their travel needs
• Managing travel visas, passports, and documentation
• Being available after work and on weekends for any ad hoc tasks.
• Managing household staff, vendors, and maintenance schedules daily
• Keep an updated list of tasks on Trello for The Broadwalk and follow up daily
• Producing a weekly report for the tracking of all household staff including summarizing the Household tutors' findings and extrapolating this to future childhood development
• Always be researching potential holidays for specified dates and booking restaurants,
• Assist Priti Khullar with any administrative tasks
• Purchase any online shopping items requested by Deepak or Priti for The Broadwalk.
• Always be researching potential activities for CEO's daughter
• Managing subscriptions, memberships, and renewals
• Liaising with legal, financial, and professional service providers

Project Management:

• Circulate meeting notes, action points, and take ownership of following up on such points.
• Be the manager of Project managing software Trello.
• Ensure all Actionable tasks are input into the system, described, and assigned to specific members of the team
• Associate tasks with dates and ensure such tasks are delivered by the task holder within the timeline.
• Monitoring project progress and ensuring deadlines are met
• Follow up with team members when their task due dates are immanent
• Regular status meetings and updates
• Maintaining detailed documentation and records

Human resources:

• Set up HR practices and systems and then maintain these systems going forward. This includes all forms that need to be completed on a regular basis, all legal requirements to be done for leavers and starters as well as monthly and quarterly requirements for HR such as the completion of KPIs and other relevant HR information.
• Managing the holiday and out of office system for the entire group and this will include holiday requests and ensure the right managers approve them. The system will need to be set up in such a way that team members can only apply for holiday according to the rules, such as any dependencies within the system e.g., two senior managers cannot be away at the same time etc.
• All fresh staff onboarding and exiting
• Set up Contracts for fresh staff
• Manage and maintain the overseas sponsorship license processes.
• Maintain Connect Teams and all associate software. Use it as a team management tool for updates and rewards for the team.
• Monthly HR report to be circulated
• Daily attendance tracker to be upheld and circulated

Personal Profile

We are looking for someone with the following qualifications and traits:

• Experience:
• Proven experience as an Office Manager supporting senior management.
• Background in property development or construction is advantageous.
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• Skills:
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Familiarity with virtual meeting tools (e.g., MS Teams, Zoom).
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• Attributes:
• Professional, flexible, and calm under pressure.
• High level of integrity, confidentiality, and attention to detail.
• A team player with a proactive and solutions-oriented approach.

Why Join Kings Oak Capital?

We are an equal opportunities employer, committed to creating an inclusive workplace. At Kings Oak Capital, we hire based on skills and experience, ensuring all applicants are treated equally.

If you are an organized, professional individual looking for a role where you can make a real impact, we would love to hear from you!

Benefits and perks:

• Competitive Salary: Up to £35,000 pa (depending on experience)
• Company Pension
• Performance-Based Bonus
• Opportunity to be part of a growing company's success
• On-site parking