PA & Office Manager – Maternity Cover (12 month fixed-term contract)

Greenhouse is an award-winning communications agency with a mission to power positive social and environmental change. We’re not like other agencies – our purpose is to have a positive impact on the world. We’re a mission-driven business and our clients work in sectors where we can have the biggest impact on the transition to net-zero and beyond; from energy and clean tech to nature and conservation, from food and health, to finance and transport. 

We are looking for a dynamic and experienced PA/Office Manager who is passionate about sustainability and wants to support a busy and impactful mission-focused team, based in our London office.  

The successful candidate will provide PA support to our MD, as well as ensuring the smooth running of our London office.

Reporting Structure

Reporting into the Managing Director.

Roles and responsibilities

Personal Assistant:

• Planning ahead and helping to prepare MD for upcoming events or meetings. 
• Responsible for the proactive management of MD’s inbox and calendar.
• Anticipates diary/calendar changes and responds accordingly, including anticipating necessary pre-brief or debrief meetings.
• Responds to emails and is empowered to make decisions on behalf of MD. 
• Co-ordinates and attends monthly Leadership team meetings, taking minutes and circulating actions.
• Sources information/documents and pre-brief material from relevant sources ahead of meetings to prepare MD.
• Actively finds solutions to enable MD to complete tasks or attend meetings. 
• Supports senior leadership team with their clients and teams and where necessary providing administrative, presentation or research support to ensure client projects can be delivered at times of time pressure or resource constraints.
• Develops high quality documents e.g. credentials/presentations/agendas/letters.
• Manages business-sensitive information in a professional manner and maintains highest levels of confidentiality.

Office Manager:

• Responsible for managing office facilities, supplies and moves/refurbishments.
• Ensures all office related expenditure is regularly monitored against budget.
• Manage the various supplier contracts including cleaners, stationery, printers, couriers.
• Conducts regular reviews of all supplier contracts to ensure commercial terms are competitive and regularly negotiates on pricing of supplies.
• Manage meeting room and desk booking system.
• Manage the renewal of all relevant licenses.
• Manage all property insurance claims.
• Ensure compliance with all legal Health & Safety and fire regulations and equipment.
• Arrange regular PAT testing for all electrical equipment and safety devices.
• Regular liaison with landlords and attends tenants’ meetings.
• Ensures condition and appearance of offices are monitored on an on-going basis and co-ordinates repairs when necessary.
• HR/Wellbeing
• Onboarding new starters and offboarding leavers in the London office. 
• Leading wellbeing working group to ensure any wellbeing challenges are addressed in good time. Implementing regular iniatives to support our teams.
• Supporting recruitment of roles into London office, co-ordinating interviews and tracking applicants. 
• Supporting in creation of ad hoc letters (salary rises/promotions/bonus/offer letter) as needed. 
• Skills and experience
• Personable, efficient, motivated, with potential for growth opportunity in the business.
• Highly organised and adept at prioritising your workload and juggling competing deadlines.
• Self-starter who learns quickly and is able to use their initiative.
• Flexible and able to adapt to the needs of a small but growing team.
• Proven experience supporting business leaders in senior management roles.
• Able to pre-empt issues/problems before they arise and remain solutions focused.
• Proficient in all Microsoft applications – especially Excel and PowerPoint – with a keen eye for design and fastidious attention to detail.
• Experience of finance, timesheets and billing, ideally in an agency environment.
• Loves working in a busy environment and taking a leadership role across teams.
• Can-do attitude and a natural fixer.
• Proven passion for making a positive difference to the environment, the community and the world around us. 

Salary and benefits

• £30-40K per annum (dependant on experience).
• Flexible working: core hours 10am-4pm 
• 25 days holiday (plus your birthday and office closure between 
• Christmas and New Year). 
• Additional paid holiday for Slow Travel (traveling via means other than flight). 
• Extensive internal training and development programme. 
• Bupa private healthcare. 
• Access to Bupa cashplan (savings on everyday healthcare expenses such as dental). 
• Ethical pension scheme with Aviva (7% employer contributions, 5% employee). 
• £100 annual budget for creative development. 
• Cycle to work scheme. 
• Bi-weekly yoga classes. 
• Office perks such as breakfast, organic fruit. 
• Summer and Christmas away days on organic farms/values led venues.

How to apply

Please get in touch with your CV and a cover letter telling us about why you are interested

and what you would bring to the role by clicking Apply!

The diversity of our workforce is important to us, and we particularly encourage

candidates from Black, Asian and Ethnically Diverse backgrounds or Disabled, D/deaf

and/or neurodivergent people. To help us track the background of our applicants, we

would appreciate you completing a short survey along with your application. This will also

help us to offer you the appropriate support if you are successfully invited for an interview.

Please complete the form here.