PA & Office Manager; Maternity Cover

Job Description

Hybrid Working: Office-based Monday, Wednesday & Thursday; work from home Tuesday & Friday (office accessible daily if preferred)
Contract: 9–12-month maternity cover

We are seeking a highly organised, proactive, and confident PA & Office Manager to join a dynamic investment firm on a maternity cover contract. This is a pivotal role, responsible for ensuring the smooth day-to-day running of the office while providing high-level administrative support to the CEO. The successful candidate will be a self-starter with excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, professional environment.

Key Responsibilities

PA Support to the CEO

• Manage complex diaries and schedules, coordinating internal and external meetings
• Handle correspondence including emails, calls, and written communication
• Prepare and collate documentation and materials for meetings
• Provide general administrative and organisational support
• Occasionally assist with personal tasks for the CEO

Office Management

• Oversee the day-to-day running of the office, ensuring a welcoming and professional environment
• Order office supplies and manage stock levels
• Liaise with building management, suppliers, and service providers
• Provide basic IT and telephone support, escalating issues where necessary
• Assist with the coordination of company events and social activities

Accounts & HR Administration

• Log and prepare invoices and assist with basic bookkeeping
• Process and record employee expenses
• Maintain HR records, including holiday logging, absence tracking, and onboarding support

Candidate Profile

• Professional, polished, and dependable
• Confident, personable, and resilient
• Flexible, adaptable, and able to multitask
• Discreet and trustworthy, with the ability to handle confidential information
• Positive attitude and strong team player

Skills & Experience

• Degree educated (preferred but not essential)
• 2–4 years’ experience in a PA and/or Office Management role
• Strong organisational skills with excellent attention to detail
• Confident communicator with a professional manner
• Able to work independently and use initiative
• Proficient in Microsoft Office; experience with Xero and Salesforce is highly advantageous
• Strong problem-solving skills and ability to prioritise under pressure
• 25 days annual leave plus bank holidays
• Additional two-week office closure over Christmas (not deducted from annual leave)
• Regular social events every six weeks
• Impressive annual Christmas party

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity, and inclusion strategy.