We are looking for an outstanding experienced Executive Assistant and Office Manager, someone who remains calm, on top of their workload, and always enjoys working in a team environment. The ideal candidate will ideally have prior experience within the professional services industry and is looking for a challenging role in a dynamic and entrepreneurial company. The right candidate will have experience dealing with busy professionals and tight deadlines; extensive diary management; being one step ahead of their team's needs and understand the importance of building relationships with clients and their teams.

This is a fantastic job for someone who is hands on and likes a busy, rewarding and challenging role, in a fun and friendly environment. You must have experience managing an office, supporting senior executives, excellent communications and organisation skills, attention to detail and be used to working under pressure. The role is full-time and requires the person to be in the office full time from 9am to 6pm, with occasional flexibility to work outside these hours, particularly around external events and business development.

Responsibilities (include but not limited to)

Executive Assistant

• Reporting to, and working closely with, the Manchester office Managing Directors

• Taking full responsibility for the day to day running of the office

• Onboarding new joiners and offboarding employees (support HR and Business Ops)

• Scheduling and organising meetings, breakfast, lunches and dinners

• Coordinating travel (local and international) for Managing Directors/Senior Directors

• Setting up conference calls

• Maintaining and coordinating calendars for Managing Directors/Senior Directors

• Main point of contact for meeting and greeting clients and other visitors and providing reception cover as required

• Answer and re-direct incoming phone calls, dealing with simple queries where appropriate

• Time and Expense management for Managing Directors

• Coordinating various internal and external events

• Source venue, speakers, material, all logistics

• Involvement in Business Development meetings, creating follow up action plans and corresponding with clients/targets. Update contact databases, via Salesforce

• Preparing documentation, reports and PowerPoint presentations

• Creating and maintaining strong working relationships with internal staff and external clients

• Other ad-hoc duties as and when required within the scope of the role

Office Management

• Organise office procedures and operations (excl. premises, IT lease and centrally managed contracts by A&M)

• Communicate building information and office-wide information such as upcoming events, policy updates, closures due to inclement weather, etc

• Professionally interact with all internal and external personnel, often at upper and executive-management level

Health & Safety / Security

• Coordinate and manage the internal Health and Safety program for the office, including ensuring Fire Safety, Fire Marshals, and First Aiders are up to date with training and arranging PAT testing for electrical equipment

• Manage the premises access security process and procedures

• Coordination with the building for base-building badge assignment / administration of our internal office security system

• Issue badges to new hires, execute termination of access with internal security system and building system for off-boards (working closely with Restructuring Operations Manager, HR and IT teams in London)

• Manage temp badges

• Serve as Fire Warden and First Aider

Office Operations

• Primary point of contact for day-to-day office needs, including building management, general maintenance and cleaning, office vendors, mail, supplies, equipment and invoices

• Develop relationship with the building's property management team / utilisation of property's service request portal

• Manage conference room maintenance for internal and external client meetings and events, including reservations, technical requirements and catering. Developing a good working knowledge of the video conference and AV equipment to assist and train others when needed. Ensure rooms are kept tidy and stocked appropriately

• Coordinate orders for all office supplies including coffee, snacks, fruit, kitchen, vending, stationery, printing, signage, tools and materials

• Stock kitchen, copy rooms and supply closet

• Maintain all common areas to ensure a professional work environment

• Ensure facilities and office equipment are always in good working order

• Organise and distribute mail and packages (incoming and outgoing)

• Manage office budgets and expenditure. Ensure all vendor invoices are processed and paid on time (working closely with the relevant Finance teams on invoice payments and expenses).

• Coordination and reporting of all maintenance / cleaning issues

• Manage external vendor scheduling, both emergency and regular maintenance visits

• Manage requests / costs of after-hours services (HVAC) or other ad-hoc property management requests

• Maintain local office instructional documents for temp coverage requirements

• Intranet site management for Manchester Office

Key Skills

• Must have previous experience of Office Management and providing team administration support

• Must have high level of interpersonal skills to handle sensitive and confidential information at maximum discretion

• Strong problem-solving and decision-making capability

• Must be able to interact and communicate with all levels of the organisation

• Experience working with senior individuals and stakeholders

• Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail

• Proficient written and verbal communication skills

• Pro-actively perform projects to successful completion within specified deadlines

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Ability to be pro-active and involved in executive business dealings

• Must be proficient in MSWord, Excel, PowerPoint, Outlook and a variety of computer software applications:- spreadsheets, databases, Salesforce, Workday, Concur, Microsoft Teams, Zoom

Diversity & Inclusion

A&M's entrepreneurial culture celebrates independent thinkers and doers who can positively impact our clients and shape our industry. The collaborative environment and engaging work-guided by A&M's core values of Integrity, Quality, Objectivity, Fun, Personal Reward, and Inclusive Diversity-are the main reasons our people love working at A&M. Inclusive Diversity means we embrace diversity and we foster inclusiveness. It runs through how we recruit, develop employees, conduct business, support clients, and partner with vendors. It is the A&M way.

Voluntary Inclusion

It is Alvarez & Marsal's policy to provide and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination because of race, color, sex, sexual orientation, gender identity, family medical history or genetic information, political affiliation, military service, pregnancy, marital status, family status, religion, national origin, age or disability or any other non-merit based factor in accordance with all applicable laws and regulations.

Unsolicited Resumes from Third-Party Recruiters

Please note that as per A&M policy, we do not accept unsolicited resumes from third-party recruiters unless such recruiters were engaged to provide candidates for a specified opening. Any employment agency, person or entity that submits an unsolicited resume does so with the understanding that A&M will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.