Personal Assistant & Office Manager

Company: Novion LTD
Reporting to: Chief Executive Officer (CEO)
Location: London
Employment Type: Part-Time, Temporary / Fixed-Term
Working Hours: 8:30am - 2:00pm, Monday to Friday (25 hours per week)
Salary: £20-£25 per hour (depending on experience)

Role Overview

Novion LTD is seeking a highly capable, proactive, and commercially astute Personal Assistant & Office Manager to provide dedicated support to the CEO and oversee the smooth day to day operation of the office.

This is a critical, high trust role requiring exceptional organisational ability, discretion, resilience, and the confidence to operate at senior executive level.

The successful candidate will act as a strategic right hand to the CEO, ensuring priorities are managed effectively while maintaining operational efficiency across the business.

This role requires someone strong, highly organised, solutions driven, and comfortable working in a fast paced and regulated environment.

Key Responsibilities 1. Executive Support to the CEO

• Provide comprehensive, high level diary and inbox management.
• Coordinate and prioritise meetings, ensuring effective time management.
• Prepare agendas, board packs, reports, presentations, and briefing materials.
• Act as gatekeeper, managing internal and external communications.
• Draft correspondence and documentation on behalf of the CEO.
• Track action points and ensure follow through across leadership teams.
• Support strategic initiatives and ad hoc projects.

2. Board & Senior Stakeholder Coordination

• Organise Board and senior management meetings.
• Prepare and circulate board materials in a timely and professional manner.
• Take accurate minutes and track key decisions and actions.
• Liaise with investors, regulators, external advisers, and senior stakeholders where required.
• Maintain confidentiality on sensitive business matters.

3. Office Management

• Oversee daily office operations to ensure a professional and efficient working environment.
• Manage office suppliers, service providers, and facilities.
• Maintain office policies, procedures, and administrative systems.
• Support onboarding processes and coordination with HR where applicable.
• Ensure appropriate record keeping and documentation management.

4. Administrative & Operational Coordination

• Support coordination across departments where required.
• Assist with onboarding logistics and documentation.
• Monitor deadlines and help maintain structure across administrative processes.
• Identify opportunities to improve efficiency and organisation.
• Assist with budget tracking and expense management for the CEO.
• Implement administrative processes to improve efficiency.
• Ensure compliance with internal governance standards where required.
• Work closely with the Office Clerk to ensure facilities and cleanliness standards are maintained.
• Provide guidance and light supervision to the Office Clerk, who is responsible for cleaning and general office upkeep.
• Ensure a high standard of office presentation and organisation at all times.

6. Confidentiality & Professionalism

• Handle sensitive information with discretion.
• Maintain strict confidentiality in relation to CEO and company matters.
• Represent the CEO and the company professionally in all interactions.

Candidate Profile

We are seeking a highly capable and confident individual who can operate independently and anticipate the CEO's needs.

• Proven experience as a Senior PA, Executive Assistant, or Office Manager supporting C suite leadership.
• Experience working in a fast paced, regulated, financial services, or professional services environment preferred.
• Exceptional organisational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to manage multiple competing priorities.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong attention to detail and accuracy.

Personal Attributes

• Proactive and forward thinking.
• Calm under pressure.
• Assertive yet professional.
• Solutions oriented.
• High emotional intelligence.
• Strong sense of ownership and accountability.

Why This Role is Critical

The CEO requires substantial executive support to ensure focus on strategic growth and regulatory responsibilities.

This role is central to maintaining organisational discipline, operational efficiency, and executive effectiveness.

Under the Rehabilitation of Offenders Act 1974, you are not required to disclose spent convictions unless the role is exempt and requires a DBS check.