Mapped & Managed
Office Administrative Assistant
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Job Title: Office Assistant
Reporting Line: Office Manager
Start Date: ASAP
Working Hours:
37.5 Hours per week, Monday – Friday, 08:45 – 17:15 with a one-hour lunch break. Please note on occasion you may need to work 08:00 – 16:30 to cover the hours of the Office Manager.
Role Location:
Oxford City Centre (within walking distance of Oxford City train station and local park-and-ride stops).
Salary:
£28,000+ per annum
Role Summary:
We are recruiting for an Office Assistant to join an established business based in Oxford City Centre. This is the perfect role for someone looking to build and develop a career within administration, with a genuine opportunity for training and career progression. Working within the business operations team, you will play a key role in ensuring the office remains organised and operates efficiently, allowing the teams to work to the highest standard. This is a varied role, covering everything from diary management to organising the office and managing supplies, as well as general administrative support, meeting organisation and travel coordination.
Key Responsibilities:
Administrative Support:
- Manages shared inboxes and telephone enquiries, ensuring all correspondence is handled promptly and professionally
- Supports the finance team filing invoices, directing queries, and assisting with payee verification
- Maintains team whereabouts calendar, digital records, and internal communications, including the coordination of staff recognition and team celebrations
- Manages procurement of office supplies, raising purchase orders placing orders in a timely manner to ensure stock levels are maintained
- Coordinates catering for internal meetings and events, arranging travel as required
- Acts as the first point of contact for all visitors, managing meet-and-greet, meeting room preparation, and front-of-house standards
- Oversees the day-to-day running of the building, including post and deliveries, consumables replenishment, cleanliness standards and operational checks.
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Facilities Management:
- Support the Office Manager with the day-to-day management of the building, including contractor coordination, planned preventative maintenance and security reporting
- Manages building access, utilities reporting, and maintains positive working relationship with tenants and external suppliers
- Assists the Office Manager in maintaining Health & Safety compliance across the building, including DSE assessments, RAMS documentation, contractor insurance records, first aid and fire warden support.
Events & Team Engagement:
- Provides logistical and administrative support for company events, team celebrations and social gatherings, ensuring delivery within agreed budgets and timelines
- Performs other duties, works with other teams and assists with other projects as required.
Required Qualifications/Experience:
- Proven experience working with Microsoft Office, including SharePoint, Teams, Excel, Outlook and Word
- Highly organised, with the ability to prioritise and manage competing demands within a fast-paced and regulated environment
- Excellent communication (both written and verbal) with the ability to engage with both internal and external stakeholders
- Awareness of data handling and confidentiality obligations
- Professional and customer-focused approach when representing the business.
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Preferred Skills:
- Previous experience working within an office environment.
- Certifications in Microsoft Office tools.
Benefits:
- Competitive salary from £28,000 per annum
- Generous 10% pension scheme
- 26 Days Holiday + Bank Holidays (and allowance for Christmas closure)
- Private Medical Insurance
- Life Assurance (4 x salary).
Interview Process:
After qualification with a member of the Exec Recruitment Solutions team, a shortlist will be sent to the client for review. First-stage interviews with the Company will take place with the Office Manager at their office in Oxford. If you’re invited to a second and final stage interview, this will also take place with their senior leadership team at their Oxford office. Depending on the shortlist there may be a final informal conversation before an offer is made.
Applications:
Applications should be made via email to info@execrecruitmentsolutions.com including a Word and PDF version of your CV plus a covering email with details on your current employment position, salary and salary expectations.
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