Executive Assistant, Office Manager
hace 1 día
Farnham
We are life science executive search and recruitment experts. We find you the visionaries and leaders who define today and shape tomorrow for your patients, employees and society. Driven by Quality. Defined by Impact. We are Fraser Dove International. Fraser Dove International are the Life Sciences Talent Consultancy - underpinned by executive search to the most innovative industry in the world. We identify and place the top calibre candidates that develop, manufacture and distribute life-saving products, drugs and treatments for our clients. At FDI we are seeking an Office Manager | Executive Assistant to join us at our Farnham Office (Head Quarters in Surrey). This role is an integral member of the operational team, and your mission is to aid and support the Executive Leadership Team and provide facilities, recruitment and office coordination to the wider business. You will develop effective administrative strategies to support the engagement of top talent by embedding yourself into the life sciences community and providing administrative support to our wider talent team as we all work towards our collective mission. Responsibilities: Executive Assistant: • Provide comprehensive diary management and meeting coordination for the Executive Leadership Team, ensuring seamless scheduling and time optimisation., • Oversee scheduling for the Lift Up Community Group and Active Ingredients Podcast. Managing diary arrangements for external guests, and sending calendar invites for Icebreakers, Live Broadcasts and recordings., • Plan and coordinate companywide meetings, training sessions, and offsite days, ensuring smooth execution., • Manage travel arrangements, including research, planning, and booking of flights, accommodations, and ground transportation., • Organise and execute corporate social events, including Lunch Clubs, Quarterly & Annual Incentives, Summer & Christmas Parties, and Team Social Events. Office Administration, Technology & Operational Support: • Develop and maintain Candidate Trackers and Commercial Distribution Lists, supporting consultants in talent outreach and business opportunities., • Manage confidential document handling, including sending NDAs, Statements of Work (SOWs), and Terms of Business (TOBs) via DocuSign., • Raise IT Support tickets on related issues with our CRM or Tech Platforms., • Coordinate the onboarding process by ensuring all diary invites are scheduled internally and externally for new starters, creating a seamless transition experience. Workplace Facilities & Culture: • Celebrate key employee milestones, including birthdays and work anniversaries, fostering a positive and engaging workplace culture., • Manage facilities and supplier contracts, ensuring optimal office services and vendor relationships and oversee procurement of office supplies., • Support IT setup and equipment procurement for new hires, ensuring a smooth onboarding experience. Experience Required: To successfully fulfil this role, you will need to possess the following experience and skills. Administrative & Executive Support • Some experience in an office environment or administrative, office support role., • Comfortable handling diary management, scheduling meetings, and organising calendars., • Good knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or similar systems., • Willingness to learn how to format documents and create trackers (e.g., CVs, candidate lists, reports)., • Demonstrate an interest in Tech, as will be part of the internal IT first line support group for our CRM and technology platforms., • Ability to help maintain an organised and welcoming office environment. Communication & People Skills • Friendly and professional communication skills, both written and verbal., • Ability to liaise with colleagues at all levels and provide a helpful, proactive approach to tasks., • Willingness to engage in company culture initiatives (e.g., celebrating birthdays, arranging social events)., • Highly organised with a strong attention to detail., • Eager to learn and develop new skills in administration and office management., • A proactive and reliable approach to supporting the team., • Problem-solving mindset and able to take initiative when required.
