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Office Manager and PA

Job Title Office Manager and PA
Location Abingdon
Type of Contract Permanent
Hours Full Time
Package Competitive

Are you brilliantly organised Office Manager with exceptional attention to detail and diary management skills?

We’re Alamy, the world's most diverse stock photo library with over 250 million stock photos, and 360-degree photographs from individual photographers, picture agencies and archives across the globe. Your work will directly and visibly shape our overall growth strategy and is one of the core pillars in Alamy’s ambitious “Route 100” goal.

Join us as our new Office Manager / PA and you’ll support the Alamy Senior Leadership Team as well as make sure that the office runs smoothly and take responsibility for facilities and event coordination. You’ll thrive in an environment of clear, continuous communication and global collaboration and be able to successfully manage priorities and deliver results in a dynamic setting. You’ll continually seek to strive for better to improve processes and enhance the customer experience at every opportunity.

What you'll be doing ...

Senior Leadership Support:

  • Arrange business trips; flights, accommodation for SLT as required
  • Diary management for MD and FD (and others as required)
  • Inbox management for Managing Director, flagging up emails that need a response, sending holding emails, etc.
  • Liaise with Group to book board meetings, help prep the board pack, review for spelling and grammar
  • Plan Senior Management visits to the office and other offsite meetings
  • Diary in SLT meetings with all staff, prep slides ready for these meetings, book speakers for Alamy All Stars sessions.
  • Review SLT team annual leave requests and get approval for sign off

Office Administration:

  • Ensure smooth running of office, making sure we are sticking to government guidelines in relation to Covid guidance/restrictions
  • Under the guidance of the Group Facilities Manager administer Health & Safety for the Milton Park and Nottingham offices, review global H & S information quarterly and chase up per territory as required. Liaise with Group Facilities Manager to ensure we are covered in all areas.
  • Budget holder for office and facilities items
  • Dealing with offices leases, alterations to the building (e.g., changes to AC systems etc) as required
  • Office insurances: liaise with PAMG in relation to completion of renewal paperwork, request relevant data from Finance and IT teams to incorporate into renewal paperwork
  • Arrange and coordinate company events; , book offsite meeting rooms, organize catering as required, communicate details to staff
  • Give Admin induction to new starters
  • Trademark and Patent admin/renewals for Alamy and Stockimo

What you will need ...

To be successful in this role you’ll need to have a strong administration or coordination background and expereince of effective diary management. It would be beneficial to have previous line management responsibility

Do you have...?

  • Experience of working as an Administrator or Coordinator in a busy department?
  • The ability to work well under pressure, a high level of attention to detail and the ability to make decisions and meet conflicting deadlines?
  • Excellent stakeholder management skills?
  • Previous diary management experience?

Are you ...?

  • Well organised, self-motivated, and able to prioritise?
  • Comfortable working in a fast-paced environment?
  • A strong leader able to mentor a junior coordinator?

What we can offer …

In return for your commitment, you’ll join a determined team who work collaboratively to support one another and share knowledge. You will be able to rapidly increase your experience and will make a valuable contribution to the massive trajectory of our ambitious “Route 100” plans.

You can expect a competitive starting salary and benefits that recognise your contribution. PA Media Group recognise the importance of a healthy work life balance and can offer ad-hoc flexible working arrangements to achieve this.

Inclusion ...

We’re working hard to ensure we provide an inclusive environment and as well as your skills and experience we’re also focused on who you are and what else you can bring. We recognise the importance of a healthy work life balance and positively encourage agile working.

We are always open to discuss an individual’s flexible working needs so please speak to us during the recruitment process to understand what this could look like for you. We will do everything we can to support you during your application. If you need us to make any adjustments to our recruitment process, speak to our recruitment team who will be happy to support you.

Why wait?

We will be considering candidates as they apply, so please do not delay in submitting your application as we may decide to close the advert early. We will aim to update you on the status of your application as soon as possible and successful applicants will be invited to a MS Teams interview as a first stage.

To find out more about working with us, search #151Reasons on LinkedIn or check out our Life page,