Role: / L Office Manager / Reports to: / Chief Executive Officer
Term: / Fixed term contract (6 months) with possible extension / Salary: / £22,000 – £25,000 p.a.

SUMMARY

We are looking for a highly organised office manager who is willing to help us build a new generation of global leaders to steer humanity onto a sustainable path. Reporting to the Executive Director, your main duties will encompass four areas: facilities management, financial administration and general HR and PA duties. The work environment is dynamic, relatively informal and offers great opportunity for individuals to make a contribution, initiate new ideas and generally have a visible impact on the success of organisation. There is a real sense of belonging and making a positive contribution to society. This appointment is central to the smooth running of our organisation so it requires an exceptionally organised, proactive and resourceful individual who enjoys diversity of work and tasks. You should also be able to demonstrate exceptional interpersonal skills as you will be a key point of contact for many important stakeholders.

KEY AREAS OF RESPONSIBILITY

FACILITIES MANAGEMENT /
  • Answering the telephone
  • Welcoming guests
  • Dealing with the post and deliveries
  • Arranging travel, visas and accommodation
  • Keeping our suppliers database updated
  • Purchasing necessary office supplies
  • Dealing with correspondence, complaints and queries
  • Maintenance of all office equipment included maintaining supplies, upgrades, and leasing contract.
  • Managing existing relationships with suppliers and setting up new ones as required
  • Filing of important company documentation in corporate filing system
  • Liaison with landlords and other building suppliers
  • Managing repairs to office as necessary
  • Being responsible for health & safety, you will work closely with a Director to ensure our insurances, and other health and safety compliances are met while reviewing and updating health and safety policies and ensuring they are observed.
  • Adhering to all company policies, procedures and business ethics codes at all times.

FINANCIAL
ADMINISTRATION /
  • Liaising with our Financial Controller and external Accountants to preparing a weekly and monthly management pack.
  • Managing the approval and payment process of contractor and invoices.
  • Processing staff expenses, company credit cards and petty cash.
  • Undertaking reconciliations and preparing VAT returns.
  • Undertaking online banking duties including monitoring account balances, making payments and chasing debtors.
  • Liaising with our payroll agent to confirm values and personnel for the monthly payment run.
  • Liaising with Chief Executive Officer to keep track of sales information recording progress to date and pipeline forecasting information.

GENERAL
HR DUTIES /
  • Responding to HR queries from the team.
  • Maintaining electronic and hard copy personnel files.
  • Managing the holiday and absence requests date and process.
  • Managing our Annual Performance Reviews process with Directors.
  • Assisting directors with recruitment as required, including the induction process for new starters joining LEAD.

PERSONAL
ASSISTANT
DUTIES /
  • Screening phone calls, enquiries and requests, and handling them when appropriate.
  • Organising and maintaining diary and making appointments for Chief Executive Officer.
  • Dealing with incoming email, faxes and post, often corresponding on behalf of Chief Executive Officer.
  • Taking dictation and minutes.
  • Carrying out background research for strategic projects and presenting findings.
  • Producing documents, briefing papers, reports and presentations.
  • Organising meetings and ensuring our Chief Executive Officer is well prepared for meeting.
  • Liaising with clients, suppliers and other staff on behalf of Chief Executive Officer.

KNOWLEDGE/QUALIFICATIONS REQUIRED / SKILLS/EXPERIENCE REQUIRED
  • Educated to minimum degree level ideally.
  • Advanced knowledge of Excel.
  • 2 years of references available on request.
Desirable
  • A passion for socio-environmental issues, and general knowledge of sustainable development.
/
  • Previous experience working in a similar role.
  • Working knowledge of basic financial tasks such as budgeting and invoicing.
  • Knowledge of HR management and supervision.
  • Customer focused and used to responding to the needs of a range of stakeholders.
  • Excellent interpersonal, relationship-building, influencing and negotiating skills at all levels and across cultures.
  • Evidence of good leadership and influencing skills
  • Strong sense of urgency and achievement.
  • The ability to work to tight deadlines.
  • Discretion and confidentiality is essential.
  • High attention to detail, highly organised and efficient.
Desirable
  • Book keeping experience
  • Knowledge of finance software

Please note that the duties and responsibilities within this role may change over the course of employment, which will require flexibility.

Please note that the duties and responsibilities within this role may change over the course of employment, which will require flexibility.

LEAD International

Inspiring leadership for a sustainable world

“You can always tell when there’s a cadre of LEAD people in an organisation. It changes that organisation. It gives it a new life, new energy, and frankly new relevance. Nothing is more needed than the kind of leaders which LEAD produces”

Maurice Strong, former Senior Advisor to the Secretary General, United Nations

LEAD believes that leadership is crucial to enable a sustainable future. To tackle the complex social and environmental challenges that our world faces, we need people who can mobilise others and drive change in areas that will make a real difference to the future of our planet. The challenges are huge – deepening poverty, a growing population, diminishing natural resources, climate change and more. But, with inspiring leadership, we can overcome these problems and build a bright future.

Who we are:

LEAD is the world’s largest non-profit organisation dedicated to building leadership capacity for sustainable development with twelve offices worldwide. During our 20 year history, we have trained over 2,500 leaders across 90 countries who are united by a common purpose to create real change. Our mission is to inspire leadership for a sustainable world. We do this by providing open and customised leadership training and capacity building programmes for individuals and organisations that cuts across sectors, cultures and borders to build a new generation of global leaders.

Who we are looking for:

We are currently looking for like-minded people who want to help us to develop and equip a new generation of leaders with the skills and knowledge to steer humanity onto a sustainable path.

Please note that the duties and responsibilities within this role may change over the course of employment, which will require flexibility.