Chelsea Peers
Part time Office Manager and PA to Founder
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Job Title: Part Time Office Manager & Founder PA 3 Days - Office Based (Tuesday – Thursday)
This role would suit someone who enjoys variety, takes ownership and is comfortable moving between practical office tasks, confidential executive support and fashion-specific coordination. You will be a central point of contact across the business and help ensure that people, projects and priorities remain organised and on track. Reporting to the Finance Director, with a dotted-line reporting relationship to the Founder.
Key Responsibilities:
Office Management & Facilities
- Oversee the smooth day-to-day running of the London office.
- Ensure the office is organised, professional, welcoming and fully operational.
- Manage office suppliers and service providers, including the cleaning company, building management, maintenance contractors, security providers and other facilities suppliers.
- Monitor the quality of cleaning and facilities services, resolve issues and review requirements with suppliers.
- Source and order stationery, equipment, refreshments, kitchen supplies and other office requirements, balancing quality and cost.
- Coordinate repairs, maintenance, office improvements and workspace changes.
- Manage meeting rooms, visitors, deliveries, post and general front-of-house requirements.
- Monitor office-related expenditure and support supplier reviews and cost control.
- Maintain relevant office, health and safety, fire safety and first-aid records, coordinating external support where required.
- Identify practical ways to improve office processes, organisation and efficiency.
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Founder / PA Support
- Provide proactive day-to-day administrative support to the Founder.
- Manage diary scheduling, appointments and internal and external meetings.
- Arrange UK and international travel, accommodation, transport and itineraries.
- Prepare agendas, meeting materials, presentations and supporting documents.
- Manage confidential correspondence, documents and information with discretion.
- Follow up meeting actions and help keep key projects and deadlines on track.
- Act as a key coordination point for internal teams and external contacts on behalf of the Founder.
- Provide ad hoc research and administrative support as required.
HR & Employee Support
- Support recruitment administration, including interview scheduling and candidate coordination.
- Coordinate new starter onboarding, inductions, equipment and general office setup.
- Maintain accurate employee records and HR documentation.
- Support probation review administration, employee changes and other employee lifecycle processes.
- Assist with employee communications, policy updates and handbook administration.
- Coordinate employee benefits and workplace-related administration where required.
- Support staff wellbeing, engagement activities, team events and company celebrations.
- Work alongside Finance, managers and external HR advisers on day-to-day people administration.
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Business & Administrative Support
- Provide general administrative support to the leadership team when required.
- Assist with company-wide projects and operational initiatives.
- Coordinate information and actions across teams to help projects progress.
- Help maintain clear internal processes, records and ways of working.
- Undertake other reasonable duties that support the smooth running of a growing fashion business.
- Adhoc support with any other projects that come our way: Office Move, Photoshoot, Store openings etc
Candidate Requirements:
Essential
- Office Manager, PA, EA required
- Highly organised, proactive and able to manage changing priorities.
- Fashion, retail, e-commerce or creative business experience.
- Experience supporting a founder or senior executive.
- Exposure to HR admin, onboarding, samples, photoshoots or events.
Working with us:
We are a small but passionate team who love what we do – you will need to be a self-starter, able to hit the ground running and always up for a challenge. Someone who is confident and can work in a busy environment.
Other:
- Must have the legal right to work in the UK and be comfortable commuting to our Chiswick office in London
- Part Time office based (3 days a week) with flexible start time (8-10am)
- 25 Days holiday Prorata
- Competitive Salary and other perks
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