PA & Office Manager (Maternity Cover)

Job Description

Location: Mayfair
Working Hours: Monday–Friday, 8:30am–5:30pm

Hybrid Working: Office-based Monday, Wednesday & Thursday; work from home Tuesday & Friday (office accessible daily if preferred)
Contract: 9–12-month maternity cover

We are seeking a highly organised, proactive, and confident PA & Office Manager to join a dynamic investment firm on a maternity cover contract. This is a pivotal role, responsible for ensuring the smooth day-to-day running of the office while providing high-level administrative support to the CEO. The successful candidate will be a self-starter with excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, professional environment.

Key Responsibilities

PA Support to the CEO

• Manage complex diaries and schedules, coordinating internal and external meetings
• Handle correspondence including emails, calls, and written communication
• Prepare and collate documentation and materials for meetings
• Provide general administrative and organisational support
• Occasionally assist with personal tasks for the CEO

Office Management

• Oversee the day-to-day running of the office, ensuring a welcoming and professional environment
• Order office supplies and manage stock levels
• Liaise with building management, suppliers, and service providers
• Provide basic IT and telephone support, escalating issues where necessary
• Assist with the coordination of company events and social activities

Accounts & HR Administration

• Log and prepare invoices and assist with basic bookkeeping
• Process and record employee expenses
• Maintain HR records, including holiday logging, absence tracking, and onboarding support

Candidate Profile

• Professional, polished, and dependable
• Confident, personable, and resilient
• Flexible, adaptable, and able to multitask
• Discreet and trustworthy, with the ability to handle confidential information
• Positive attitude and strong team player

Skills & Experience

• Degree educated (preferred but not essential)
• 2–4 years’ experience in a PA and/or Office Management role
• Strong organisational skills with excellent attention to detail
• Confident communicator with a professional manner
• Able to work independently and use initiative
• Proficient in Microsoft Office; experience with Xero and Salesforce is highly advantageous
• Strong problem-solving skills and ability to prioritise under pressure

Benefits

• 25 days annual leave plus bank holidays
• Additional two-week office closure over Christmas (not deducted from annual leave)
• Regular social events every six weeks
• Impressive annual Christmas party

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity, and inclusion strategy.

Bain and Gray specialise in PA and administration recruitment across London. Typical roles include Receptionists, Team Assistants, Office Managers, PAs and EAs across all industry sectors. We are a boutique agency and therefore, are unable to respond individually to the high volume of applications. If you are already registered with Bain and Gray, please do not hesitate to contact your consultant directly