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)

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
.

• 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.

• 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.

• 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.

• 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.

• 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.

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.

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

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.