Management Assistant

Job Title

Management Assistant

Location

Orpington

Hours of Work

9:00am to 5:00pm, Monday to Friday, office based

Reporting To

Managing Director and Directors

Role Overview

The Management Assistant will provide high-level administrative and business support to the Managing Director and Directors, while also supporting the wider leadership team of 8.

This is a pivotal, hands on role ideal for an experienced administrative or executive support professional who thrives in a fast paced, professional services environment. The role requires excellent organisation, strong communication skills, high attention to detail, and the ability to handle confidential information with discretion.

Key Objectives

• To ensure the smooth and effective day to day running of the Managing Director and Directors' activities
• To provide proactive administrative, HR, recruitment, and management information support
• To coordinate meetings, manage diaries, prepare documentation, and track actions effectively
• To act as a trusted point of coordination across teams and departments

What's on offer

Negotiable starting salary with the standard benefits package (Holiday, Pension etc.) and a culture built around developing staff.

Strong team environment within a business that are growing year on year and some excellent career prospects.

Full support for professional qualifications.

Duties & Responsibilities

• Executive & Leadership Support:
• Manage complex diaries, meetings, and scheduling for the Managing Director and Directors
• Coordinate internal and external meetings, including preparation of agendas and reports
• Prepare, collate, and organise meeting packs, leadership packs, reports, and presentations
• Take minutes and track actions from meetings, ensuring timely follow up
• Act as a first point of contact for internal stakeholders and external enquiries
• Maintain discretion and confidentiality at all times

Recruitment & HR Administration

• Manage end to end recruitment administration, including:
• Creating and posting job adverts
• Responding to recruitment enquiries via email and telephone
• Liaising with recruitment team, recruiters and third party suppliers
• Screening CVs and conducting telephone interviews
• Coordinating interviews with hiring managers
• Maintaining accurate candidate trackers
• Support HR administration activities, including:
• Setting up new starters and coordinating inductions
• Preparing information for monthly HR meetings
• Assisting with payroll processes
• Completing leavers' checklists and exit processes

Business & Office Administration

• Provide general administrative support to Directors and the leadership team
• Prepare and distribute documentation for meetings
• Manage calendars and schedule meetings across teams
• Answer and transfer overflow calls across the business and direct dials
• Monitor and respond to shared mailboxes
• Manage mailboxes in Managing Director and Directors absence

Management Information Support

• Assist with data analysis, identifying trends and errors
• Collate and review monthly figures
• Produce month end management and leadership packs
• Ensure timely and accurate reporting
• Build strong working relationships across all departments

Additional Responsibilities

• Support compliance, governance, and internal processes where required
• Track deadlines and ensure actions are completed on time
• Contribute to continuous improvement of administrative processes
• Undertake ad hoc projects as required

Key Skills & Attributes

• Self motivated with a positive, can do attitude
• Strong written and verbal communication skills
• Excellent attention to detail and accuracy
• Effective time management and ability to prioritise workloads
• Ability to manage feedback positively and adapt quickly
• High level of confidentiality, discretion, and professionalism
• Proactive, uses initiative, and works well independently
• Confident working with senior stakeholders

Experience & Technical Skills

• Previous experience in an Executive Assistant, Management Assistant, or Business Support role preferred
• Experience within insurance, financial services, or a regulated environment desirable
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Comfortable working with data and numerical information

We are an Equal Opportunity Employer. We take pride in the diversity of our team and seek diversity in our applicants.