Office Manager / PA

Office Manager / PA

Department: Office Administration

Employment Type: Full Time

Location: Gibraltar

Reporting To: Shripal Shah

Description

This is a key role to support the Senior Management Team based in Gibraltar, as well as support with office management and administrative tasks. The role will require proactivity, organisation skills and multi-tasking skills, requiring you to support a wide variety of activities.

MAIN RESPONSIBILITIES

Senior Management Support:

• First line of support for the Senior Management Team.
• Managing diaries, arranging meetings & booking rooms/venues across various time zones, working closely with the PA group for scheduling the regular business cycle of committees and meetings.
• Coordination of necessary travel and logistics for Management, working with our inhouse Business Travel team to make the relevant travel arrangements.
• Providing coordination and logistical support for office based committees and meetings.
• Working as part of the London & Gibraltar PA/Administration team to provide cover to other PA's in absence.

General:

• Office management duties, as required.
• Coordination of events and socials, both locally and internationally.
• Management of local Health & Safety requirements in the office to ensure compliance and consistency in line with Peninsula policies.
• Maintain filing systems, documentation and confidential records.

KNOWLEDGE, SKILLS AND EXPERIENCE

Essential:

• Experience in a similar role, as Office Manager or Team Assistant.
• Must be comfortable with MS Office suite and in working with IT systems.
• Works well in a team environment
• Strong organisational skills with ability to multitask and prioritise tasks effectively.
• Excellent interpersonal and communication skills, and ability to build good working relationships with all levels of seniority in the organisation.
• Demonstrates an extremely flexible, 'can-do' and responsive attitude, and ability to work in a fast-paced, dynamic environment.
• Proactive approach with ability to anticipate problems or situations ahead of them arising, ability to think 'outside the box' where necessary to resolve issues.
• High level of attention to detail and a commitment to maintain high standards of accuracy and quality.
• Demonstrates discretion and acts confidentially.
• Fluent English language skills

Desirable:

• Spanish language skills