Job Description
We are looking for an Administrative Assistant (CEO, CFO and HR)
Salary: £28,000 - £30,000
Location: London
Hours: 40 hours per week, Monday-Friday between 9:00 – 17:30
Benefits
- 25 days holiday plus bank holidays
- Company sick pay
- Additional paid days of leave for moving house or to take part in a volunteering day.
- Additional holiday for length of service.
- Enhanced maternity and paternity leave.
- Opportunities for flexible working hours.
- Many schemes available including, staff discount, travel loan, cycle to work, pension and retail discount scheme.
- Life and critical illness cover
The Role
Wex Photo Video, the UK’s largest specialist retailer for photographers and filmmakers, is looking for a pro-active and well-organised person to support the leadership and HR functions of our growing business.
As our company expands, we intend to become a truly great place to work. You will have an important part to play in building a positive company culture amongst our 300, or so, colleagues. We are looking for someone to join us to help look after our CEO’s and CFO’s office, as well as provide administrative back up to our HR, training, and wellbeing activities.
The Candidate
The best candidates will be friendly and professional people who are helpful to their colleagues whilst meeting regular and tight deadlines. Experience of working as an administrative or personal assistant, preferably in a dynamic small-to-medium sized business will help you understand us. As a representative of the company’s leadership, we need you to have impeccable communication skills, with a full command of written and spoken English.
Goals and Objectives
- Deliver up-to-date and accurate HR-to-Colleague communications.
- Provide efficient management of the CEO’s and CFO’s diaries and schedules, and of London office sites.
- Provide support for recurring meetings and conferences.
- Efficiently manage training diaries across the company.
- Keep up-to-date feedback and data from training and corporate social responsibility activities.
Details of the Role
HR Accountabilities
Wex is an expanding retailer, opening new shops and hiring talented new people. We need your help to ensure our HR and Training functions can meet our aspirations.
Training Programmes
- Confirm training appointments with external partners, brands, and suppliers, and support any technical or travel requirements for the sessions.
- Organise and manage the expanding library of training materials for the use of colleagues around the company.
- Arrange travel and accommodation for colleagues to attend off-site training sessions.
- Administer the feedback and appraisal systems for the company’s training programme.
Other HR Activities
- Support HR personal correspondence to colleagues, including induction,
- Support internal monitoring of the company’s corporate social responsibility policy through surveys and feedback.
- Take notes at important, and often sensitive, meetings for HR in its work with colleagues at all sites.
CEO and CFO Support
Our CEO and CFO look after a complex business, always wanting to do the very best for customers and colleagues. We are looking for someone who can help them cover all the bases.
Diary and Communications Management
- Organise and schedule appointments for the CEO and CFO with internal and external parties
- Book travel and accommodation, and prepare itineraries, for both domestic (UK) and international trips.
- Plan logistics for larger meetings and manage company-wide leaders’ conferences.
- Maintain, understand and update the company’s calendar of events.
- Monitor the CEO’s inbox, flagging urgent items to ensure they are actioned.
- Manage the agendas for recurring meetings, support with note taking and other logistics (lunches, room hire, etc).
Office Management
- Provide on-site administrative support to the CEO at our offices in South London.
- Organise and retain essential files (electronic and paper) for easy retrieval.
- Chase data for company-wide monthly operational reports.
- Maintain office sundries for the company’s London offices.
- Report maintenance issues in the company’s London offices and supervise until they are solved.
- Maintain and submit expenses for the CEO, CFO and HR functions
- Secure and maintain confidential information.
- Understand the travel expense policy and ensure this is adhered to.
General
- Be proactive in all the company’s office operations by offering suggestions for improvements to processes and the office environment.
Characteristics, Skills and Experience
- Able to demonstrate Wex’s core values in every interaction; service, teamwork, inspiration, and innovation.
- Experience as an Administrative, Personal or Executive Assistant preferably within an SME or similarly flat-structured company.
- Superior organisational skills.
- Expert knowledge of Microsoft Office tools; Outlook, Teams, Excel, etc.
- A friendly and open manner, reflecting the nature of the company’s culture and leadership.
- An experienced self-starter, who can complete tasks without close supervision.
- Integrity and discretion, due to the status and nature of the role and the handling of expenses.
- Demonstrably good communication skills. Full command of written and spoken English including grammar, spelling, and proof-reading ability is essential.
- Strong multitasking and time management skills with the ability to deal with an ever-changing workload.
- Numerate, with strong attention to accuracy.
- Helpful to have experience of working with international colleagues, with the ability to develop solid working relationships across cultures. A second language is not required.
Location and Hours
- The role is based at our offices near Bermondsey Street in London SE1Travel may be required to other company sites, such as to our workshops in Vauxhall, and less frequently to our sites in Norwich or our stores throughout the country. All work travel expenses will be covered by the company.
- The role is 40 hours per week, Monday to Friday, normally between 0900 and 1730 with breaks included. There can be some flexibility in these times.
- Occasionally, weekend work may be required to help with events.
- There is some flexibility for home working, but the role’s responsibilities will require attendance at the office most of the working week.
The Company
At Wex Photo Video, our mission is to help the country’s photographers and filmmakers get the perfect shot every time and any time. We meet our promise to customers based on a strong set of core values; service, teamwork, innovation, recognition, and inspiration.
Wex was founded as Warehouse Express in 1997, and is now wholly-owned part of the European Imaging Group Ltd. We offer the widest range of products for hobbyist and professional photographers, short-format content creators and filmmakers. Wex has 14 shops around the country, where every colleague is a photographer or filmmaker, generously offering their expertiseand independent advice. Our wide range of services includes part-exchange, financing, rental and repairs through our Fixation workshops.
Wex is committed to reflecting the diversity of the photo industry through our hiring and training policies and inspiring stream of original content.
To view our privacy policy for applicants, please access https://www.wexphotovideo.com/about-us/careers/
Job Types: Full-time, Permanent
Salary: £28,000.00-£30,000.00 per year
Schedule:
Application question(s):
- Do you have excellent communication skills?
- Do you have the ability to produce high quality written documents and check for grammar, spelling and punctuation?
- Do you have experience as an Administrative, Personal or Executive Assistant?
Work Location: In person
Reference ID: AA498
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