Executive Assistant Office Manager

Reporting to: Chief Executive Officer

Locus are a team of e xperts in place-shaping, place-marketing and local partnership development with specilaist knowledge creating and working with Business Improvement Districts (BIDs), managing the BID ballot process and working with Destination Management Organisations (DMOs).

This role is based in central Ipswich on a part-time basis, 20 hrs per week, split over 5 days Monday - Friday. Salary £15,500 with 25 days holiday (in addition to bank holidays). Please note there is no on-site parking.

You’ll provide full administrative and office facilities service, being the central point of coordination to ensure smooth running of the office, facilities, services and business systems. Also performing Executive Assistant duties for the CEO, COO and Chair, effectively prioritising and proactively planning and organising ahead to ensure time efficiency for senior management.

• Meeting arrangements including
• Diary management and bookings
• Travel arrangements
• Room and venue bookings
• IT arrangements and set up, including for presentations
• Room setting up and clearing
• Refreshments and guest hospitality
• Preparing, collating/organising, printing and distributing of agendas and papers
• Minute taking
• Facilities management to ensure smooth running of office for all other users including
• Office and facilities maintenance and improvements, including liaison with suppliers for building, garden, health and safety, security, utilities etc
• Maintaining sufficient stock of stationery and office supplies.
  
  Sourcing and ordering new supplies as and when required
• Administrative tasks including
• Assisting on ensuring workflow for CEO is dealt with in a timely and efficient manner
• Assisting on financial processes, expenses coordination and completion
• Business engagement and responding to incoming emails/calls/requests in a timely and friendly manner
• Coordinating central incoming communication accounts (e.g. info@), including sorting, responding, passing to others as appropriate and requested
• Assisting with administrative tasks for client projects on an ad hoc basis on behalf of the CEO and COO
• Working to budgets and finding best value solutions while carrying out above tasks
• Office social arrangements
• Following up and reporting back on all tasks
• Ad hoc administrative tasks as required

Please note:

The above list is not in order of priority

• Strong EA skills
• Friendly can-do attitude with desire to help and flexibility in tasks undertaken
• Strong organisational and time management skills
• Adaptable to changing situations
• Working knowledge of Excel, Word and Powerpoint
• Good IT skills including knowledge of Sharepoint, Google Drive etc
• Strong communication skills
• Ability to solve problems creatively
• Ability to be able to prioritise and be proactive in organisation

• Good knowledge of Ipswich
• Good numeracy
• Ability to manage budgets