Office Manager​/Executive Assistant, Financial Advisory; Part Time

Office Manager / Executive Assistant, Financial Advisory (Part Time)

Birmingham, United Kingdom

We are seeking a highly organised and efficient Office Manager / Executive Assistant to support Birmingham/UK based Senior Managing Directors (SMDs) and Managing Directors (MDs), and the broader Birmingham team of c.40 people, who focus on financial advisory transactions across the UK and Europe.

Hours - 25 hours per week, ideally spread over 4 – 5 days, in our city centre Birmingham office where you’ll have the opportunity to work closely with talented colleagues and contribute to a vibrant, engaging workplace culture. We are open to discussing a flexible schedule that works for the right candidate.

You should be able to pre-empt issues or problems before they arise and work closely with your SMDs and MDs in helping them to find solutions. You will be expected to work in close collaboration with the wider Teneo Birmingham team, and will also be responsible for building working relationships with peers across our client organisations as well as the wider Teneo network.

The Office Manager / Executive Assistant will ensure the smooth operation of Teneo Birmingham’s office environment, providing exceptional administrative support and ensuring an outstanding experience for clients, staff, and visitors.

This is a busy and varied role which requires experience supporting a team in a fast paced environment, who can bring exceptional organisational and communication skills. The ideal candidate will have experience in a similar environment and enjoy a role where an ability to multi-task and liaise effectively with people of all levels across different organisations, countries and cultures is key.

• Main point of contact when the SMDs and MDs are unavailable – dealing with senior personnel on their behalf.
• Maintain key relationships with counterpart EAs/PAs at client offices and build knowledge of key clients.
• Proactive management of SMDs and MDs calendars and responding accordingly to diary / calendar changes.
• Maintain contact databases and CRM tools for client and office records.
• Management and coordination of flight and other travel activities for the Teneo Birmingham team, ensuring timely preparation whilst adhering to the firm's travel policy to ensure cost efficiencies at all times. Where appropriate, assisting with the preparation of any travel-related visa applications and other protocols.
• Processing expense claims for senior team members in a timely manner.
• Managing business-sensitive information in a professional manner and maintaining highest levels of confidentiality.
• Supporting other EAs across Teneo Financial Advisory during times of leave or sickness, and creating a supportive and efficient environment for the wider support team to work in.
• Support our People Operations team with our onboarding processes, ensuring new hires have access to necessary equipment and resources
• Critical management of the Teneo Birmingham’s office environment to maintain optimal operational of processes and structures.
• Conference room and visitor management, including organising all aspects of internal and external events (e.g lunches, dinners and any other ad hoc client entertainment) and ensuring spaces are well-prepared and equipped.
• Maintaining office supplies of stationery, IT equipment and refreshments.
• Ownership of contractor relationships, organising regular site visits and working permits, liaising with central Teneo facilities team on any office related issues.
• Dealing with incoming post in line with Teneo’s post operating policies.

• Proven experience in a similar role within a fast-paced, multicultural environment with demonstratable exceptional communication and organisation skills.
• Demonstrated history of managing a busy office.
• Advanced MS Outlook skills are essential (proficient use of email, calendar, internet and intranet)
• Proficient in MS Office Suite (Word, Excel, PowerPoint), using Word at an advanced level.
• Has exceptional attention to detail and superior organisational skills in pursuing and completing, to full resolution and satisfaction, multiple and overlapping…