Backbone
PA and Office Manager
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PA and Office Manager
£40,000–£55,000 | Full-Time | Office Based (4+ Days per Week)
Help drive a fast-growing technology business
Backbone is one of the UK's leading managed service providers, helping ambitious businesses become more secure, productive and audit-ready using the tools they already own.
We work with growing SMEs and some of the UK's leading commercial property owners to deliver connectivity, cybersecurity, Microsoft services and IT support.
We are growing quickly and are looking for an exceptional PA and Office Manager to become a key part of our leadership support team.
This is a high-impact role at the centre of the business, providing direct support to our CEO and Finance Director, coordinating leadership activities, managing our office environment, and overseeing HR administration.
If you are highly organised, proactive, tech-savvy, and thrive in a fast-paced environment where standards are high, this is an outstanding opportunity.
The Opportunity
This role combines four core areas of responsibility:
Personal Assistant Support
- Provide proactive support to the CEO and Finance Director, including diary management, meeting preparation, document creation, action tracking, and helping to keep priorities on track.
Leadership Team Coordination
- Coordinate meetings for the Senior Leadership Team, prepare agendas and meeting packs, take structured notes, and ensure agreed actions are followed up and completed.
Office Management
- Ensure our office runs smoothly and professionally, managing facilities, suppliers, maintenance, and office events.
HR Administration
- Support recruitment and onboarding, prepare offer letters and contracts, maintain records in Breathe HR, and act as the first point of contact for day-to-day HR queries.
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Key Responsibilities
Personal Assistant to the CEO and Finance Director
- Manage complex diaries and scheduling
- Prepare presentations, reports and documents
- Analyse spreadsheets and information using AI tools such as ChatGPT and Microsoft Copilot
- Take meeting notes and track actions to completion
- Provide daily follow-up and administrative support
Leadership Team Coordination
- Prepare agendas, scorecards, and meeting packs
- Record minutes and agreed actions
- Follow up with leaders to ensure actions are completed on time
- Support quarterly planning and business reviews
Office Management
- Oversee office facilities, maintenance, suppliers and service providers
- Manage stationery, kitchen supplies and weekly office orders
- Coordinate office improvements and refurbishment projects
- Ensure the office is organised, welcoming and operates to a high standard
HR Administration
- Draft employment contracts and offer letters
- Maintain employee records in Breathe HR
- Support onboarding and induction
- Monitor holiday and absence records
- Liaise with our external HR consultant
Events and Special Projects
- Organise team events, customer events and hospitality
- Support administrative and marketing projects across the business
What Success Looks Like
- CEO and Finance Director are well organised and focused on high-value priorities
- Leadership actions are tracked and completed on time
- Office is maintained to an exceptional standard
- HR administration is accurate and up to date
- Events are delivered professionally
- Special projects are completed efficiently
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About You
We are looking for someone who is:
- Exceptionally organised and detail-oriented
- Highly proactive and confident following up with senior leaders
- Trustworthy and able to handle confidential information with complete discretion
- Positive, energetic and solutions-focused
- Comfortable working in a fast-paced environment with changing priorities
- Strong with technology and eager to use AI to improve productivity
- Ambitious and looking to grow with the business
Skills and Experience
- Proven experience as a Personal Assistant, Office Manager, or in a similar senior administrative role
- Strong Microsoft Office and Microsoft Teams skills
- Experience using AI tools such as ChatGPT and Microsoft Copilot
- Excellent written and verbal communication skills
- Experience with HR administration (Breathe HR experience is advantageous)
- Event planning and coordination experience
- Strong organisational and time management skills
Working Pattern
- Full-time, permanent role
- Based at our London office
- Minimum four days per week in the office
Salary and Benefits
- £40,000–£55,000 depending on experience
- Performance-related bonus
- Opportunity to work closely with the CEO and Finance Director
- Significant scope for personal development and progression
- Central role in a high-growth technology business
Why Join Backbone?
This is far more than a traditional PA role.
You will become a trusted right hand to the leadership team and play a key role in helping the business scale. Your work will directly improve leadership productivity, business organisation, and company culture.
For the right person, this is an exciting opportunity to build a long-term career in a growing and ambitious company.
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