PA to MD/Office Manager

About The Role

We are seeking candidates for this exciting key role within the Cala West business to support our Managing Director and facilitate the smooth running of all office operations. This role reports directly to the Managing Director and is based at the Cala Homes West office in Glasgow city centre. Supporting a dynamic and forward thinking Managing Director, you should be experienced in all traditional technical aspects of a Personal/Executive Assistant role, preferably with a track record in the management of office operations. Experience in the management of a modern and flexible office environment will be beneficial, to ensure a working environment that places wellbeing and smooth operations at the forefront for our staff. With the support of 2 job share Receptionist/Office Coordinators, you will oversee all office operations and ensure Health & Safety mandatory requirements are met.

Key Responsibilities & Duties

As part of this interesting and varied role, you will organise and attend weekly Director’s meetings as well as quarterly Board meetings, compiling and preparing Board paper’s and reports, preparing minutes and distributing accordingly. A strong track record in accurate minute taking is therefore essential. Managing the MD’s diary and mail box will also be key to the role along with overseeing the MD’s workload to assist with prioritisation and meeting deadlines. Further responsibilities will consist of planning and sourcing venues for a range of events, occasionally organising MD travel, overseeing and processing office overheads invoices as well as monitoring and review of office supplier contracts.

Also included within the role will be delivering a welcoming environment within the office at all times. Providing exceptional customer service to all internal and external customers is key, supported by the Office Co-Ordinators. You will be responsible for ensuring all meeting space and office public space is adequately equipped and maintained to the highest standard and oversee the provision of additional administration support and coordination for the office, depending on the needs of the business. You will regularly liaise with the McLellan Works building manager and maintenance contractors to ensure all statutory building maintenance is in hand as well as liaising with the regional Health & Safety Manager.

You will also have line management responsibility for 2 Job Share Office Co-Ordinator / Receptionists who will provide support with the office management responsibilities.

PA to Managing Director

• Diary and mail box management and arranging/attending meetings as required.

• Managing minutes of meetings and ensuring actions are followed up.

• Arranging and attending quarterly Board meetings.

• Preparation, collation and distribution of Board papers.

• Travel, accommodation and catering arrangements for MD, Directors and visitors to the West regional office.

• Dealing with communications, correspondence and confidential documentation

• Close liaison with Director of Customer Service and Customer Service Manager to monitor any customer escalated issues.

• Monitoring MD’s workload with a view to ensuring timely attention to duties to enable maximising productivity and increasing efficiency.

• Scheduling business development meetings with other Directors and coordinate performance appraisals.

• Ensure a user friendly and accessible file share system is operational within Sharepoint.

• Organise staff and hospitality events including staff briefings, Christmas party and a range of other hospitality events.

Office Management

• Oversee the coordination of the reception process, including holiday cover, any sickness absence and technology operation.

• Management and coordination of external office contracts: office cleaning, office maintenance, confidential shredding, office equipment (photocopiers/printers; coffee machine, franking machine), and health & safety processes.

• Ensuring office supplies are in order (kitchen supplies, stationery, catering etc).

• Office alarms – liaise with Building Management at McLellan Works to ensure compliance in relation to fire and intruder, faults, activations and testing.

• Oversee office inductions in relation to security fobs and passes.

• Ensure a smooth administration function across the West business, monitoring any areas for improvement.

• Support regional teams with Cala Group requirements in relation to E Learning compliance, distribution of Group Comms, and Health & Safety compliance.

• Manage all office accounts and expenditure, ensuring timely processing of invoices, actioning queries and meeting payment deadline.

About You

Experience

• Previous experience working as a personal assistant at executive level.

• Experience of managing an office environment is preferred.

• People management experience is preferred.

• Clear understanding of priorities, meeting deadlines and flexibility in the role is key.

• Excellent all round administration skills and delivering first class ‘customer service’ to colleagues, customers and external visitors is essential.

Key Skills

• Ability to work unsupervised using your own initiative.

• Attention to detail, organised and capable of meeting deadlines under time pressure.

• Excellent organisation and people management skills, displaying a courteous and friendly manner at all times.

• Strong communication skills and the ability to develop and maintain good working relationships.

• Ability to prioritise and multi task whilst remaining calm and in control.

• Skilled in the use of Microsoft Office Suite and Sharepoint, particularly Outlook, Word, Excel, PowerPoint and Onedrive.

• Willingness to develop technology skills to ensure a high level of deliverability and finding new ways of working.

• Ability to act with discretion and integrity at all times, particularly when handling sensitive information, is essential.

Cala Homes West operate flexible/hybrid working however 3 days based within the office is essential, as a minimum. We offer an excellent benefits package which includes 34 days holiday (FTE) (increasing by a day each year to a maximum of 40), the option to buy or sell up to 5 days holiday, single private healthcare, enhanced salary sacrifice pension contributions of 5% employee / 10% employer, ULEV car scheme, Employee Assistance Programme, retail discounts and much more.

We recognise that a diverse team makes us a stronger and more successful company. We value different ideas and perspectives as it helps improve our decision-making, products and services. And we’re striving to create an inclusive work environment, in which everyone can feel comfortable as themselves, uniquely contribute and do their best work. If we need to adjust anything in our recruitment process to support you, please contact careers@cala.co.uk

About Us

The Cala Group is a major UK housebuilder and leading provider of desirable new homes across Scotland, the South of England & Midlands. Driven by a mission to create vibrant and sustainable new communities, our homes are characterised by exceptional design and sector-leading build quality, and we have a passion for providing our customers with a great home buying experience. This is an exciting time to be at Cala. Our approach to sustainability and technology is undergoing a dramatic transformation, and we’re aiming to create an industry-leading experience for both our staff and customers. At Cala, you can expect to be part of an environment which allows you to do meaningful work, while offering opportunities for personal growth. Our goal is to be the favoured employer in our industry and beyond. We encourage applications from those who want to be part of a culture where they can thrive, feel a sense of belonging and be comfortable being themselves at work.