Office Manager & Personal Assistant to CEO

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Office Manager & Personal Assistant to the CEO

Office Manager & Personal Assistant to the CEO
Bangor, G

Description

The Office Manager & Personal Assistant to the CEO takes ownership of SNUC's workplaces in Bangor, Northern Ireland and Dunleer, Ireland, and serves as a trusted right hand to the CEO. The role proactively anticipates needs, resolves issues, manages resources responsibly, and identifies opportunities for continuous improvement across both sites.

Success means creating environments where employees at both locations have what they need to be productive, visitors feel welcomed, and the CEO's time, schedule, and priorities are managed so they can focus on leading the business. Leadership can trust that day-to-day operations of both offices, and the CEO's administrative and personal-assistant needs, are being handled effectively, discreetly, and independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Office and Workplace Management (Bangor and Dunleer)

• Take ownership of the day-to-day operations of the Bangor office and provide administrative and facilities support to the Dunleer site, approaching workplace management with a business-owner mindset to ensure efficient, organised, professional, and welcoming environments at both locations.
• Proactively anticipate workplace needs, identify and resolve issues, and implement improvements without waiting for direction, serving as the primary point of contact for office-related matters across the Bangor and Dunleer locations.
• Maintain the overall appearance, organisation, and functionality of each workplace, including common areas, meeting rooms, kitchens, and shared spaces.
• Manage office supplies, refreshments, equipment, and other workplace essentials for both sites, maintaining appropriate inventory levels and making cost-conscious purchasing decisions.
• Establish and manage relationships with landlords, vendors, contractors, utilities, and service providers in both jurisdictions, coordinating maintenance, repairs, cleaning services, and other facility needs while ensuring timely and satisfactory service.
• Oversee office-related purchasing, vendor quotes, invoices, subscriptions, and expenses in both GBP and EUR, partnering with Finance to ensure correct cost allocation by entity and site, and identifying opportunities to manage costs and improve operational efficiency.
• Coordinate office access, keys, alarm codes, and visitor procedures at both sites in partnership with the appropriate internal teams.
• Serve as a welcoming and professional point of contact for employees, customers, candidates, vendors, and visitors, including answering the main phone line, creating a positive experience that reflects SNUC's values.
• Manage incoming and outgoing mail, packages, deliveries, and courier services, including cross-border shipments between Bangor and Dunleer, ensuring accurate and timely handling.
• Support employee onboarding by preparing work spaces, coordinating office access, arranging supplies, and partnering with HR, IT, and other departments to ensure new team members at either site are set up for success.
• Organise and support company meetings, leadership visits, customer visits, team socials, and special events, managing logistics, scheduling, catering, and other arrangements from planning through execution.
• Assist with travel arrangements, accommodation, transport, and other logistics for visiting employees and business partners, including colleagues travelling from the US.
• Collaborate with HR, Finance, IT, Operations, and other departments, including teams in the US, to support workplace initiatives and address operational needs across time zones.
• Develop and maintain office procedures and processes that work consistently across both sites,…