Personal Assistant & Office Manager

About the role

We are seeking a proactive and highly organised Personal Assistant & Office Manager to support the Managing Director of a specialist marine insurance company. The role combines executive assistance, office administration, HR coordination and facilities management, ensuring smooth day‑to‑day operations.

Key responsibilities

• Provide full PA support to the Managing Director, including diary management, meeting coordination and travel arrangements (UK and international).
• Organise internal and external meetings, prepare agendas, documentation and meeting packs.
• Coordinate company events, conferences, business trips and staff functions.
• Manage office facilities: leases, suppliers, maintenance contracts, furniture, access cards and keys.
• Oversee health and safety, workplace organisation and office supplies procurement.
• Order and set up IT equipment for new starters, liaising with the IT support team.
• Maintain marketing materials, brochures, branded merchandise and staff photography.
• Act as central HR administration contact: issue offer letters, contracts, onboarding documents and keep leave and sickness records.
• Support recruitment administration: liaise with agencies, arrange interviews and assist hiring managers.
• Maintain company databases, corporate records and Terms of Business Agreements.

Required profile

• Excellent organisational and time‑management abilities.
• Strong written and verbal communication skills.
• Proven experience supporting senior executives in a fast‑paced environment.
• Good understanding of basic HR and recruitment processes.
• Ability to manage multiple priorities and work independently.
• Attention to detail and a proactive problem‑solving attitude.

Required skills