Office Manager chez TORQCOMMODITIES

Description

Office Manager & Personal Assistant to the Director – 60%

Employment: Part-Time, 60%
Reports to: Director
Driving Licence: Required
Own Car: Strongly preferred

Role Overview

We are looking for a highly organised, proactive, trustworthy, and flexible Office Manager & Personal Assistant to the Director.

This is a varied and hands-on position combining office management, international travel coordination, executive assistance, and personal support to the Director.

Alongside ensuring the smooth day-to-day operation of the office, the successful candidate will provide direct support to the Director with both professional responsibilities and selected personal and family-related arrangements.

The role requires a high degree of discretion, flexibility, reliability, and confidentiality, as well as the ability to manage changing priorities and handle ad hoc requests independently.

Key Responsibilities

Office Management

• Manage the day-to-day operation and organisation of the office.
• Ensure a professional, efficient, and welcoming office environment.
• Coordinate office supplies, equipment, maintenance, repairs, and external service providers.
• Liaise with building management, suppliers, couriers, cleaning services, and other vendors.
• Manage incoming and outgoing correspondence, deliveries, and documentation.
• Coordinate meeting rooms, visitors, internal meetings, lunches, and company events.
• Maintain office records, contracts, invoices, and administrative documentation.
• Support onboarding arrangements for new employees and international visitors.
• Handle general administrative and operational matters as required.

Travel Management

• Coordinate domestic and international travel for the Director and, where required, other members of the team.
• Arrange flights, hotels, trains, transfers, rental cars, and accommodation.
• Prepare and maintain detailed travel itineraries.
• Coordinate business and private travel arrangements for the Director.
• Manage last-minute travel changes, cancellations, and rebookings.
• Arrange accommodation for employees and international visitors.
• Provide accommodation and travel confirmations required for visa or immigration purposes.
• Liaise with travel agencies, hotels, airlines, and other service providers.

Personal & Executive Assistance to the Director

• Provide direct day-to-day business and personal support to the Director.
• Manage the Director's professional and personal calendar, appointments, meetings, and reminders.
• Coordinate meetings and appointments across different locations and time zones.
• Organise business and private travel, restaurant reservations, appointments, events, and other arrangements.
• Handle correspondence, documentation, administrative follow-up, and confidential matters on behalf of the Director.
• Coordinate selected household and family-related administrative matters when required.
• Assist with researching and arranging new accommodation/apartments, including contacting agencies, organising viewings, gathering information, and coordinating related administrative matters.
• Assist with relocation arrangements and other practical requirements.
• Support occasional family logistics, including school pick-ups or drop-offs for the Director's children when required.
• Handle occasional collections, deliveries, purchases, appointments, and other personal errands.
• Liaise with schools, property agents, service providers, restaurants, hotels, and other external contacts when requested.
• Assist with gifts, reservations, private events, appointments, and other personal arrangements.
• Provide ad hoc support with personal or family matters according to the Director's requirements.
• Handle all professional, personal, and family-related information with the highest level of confidentiality and discretion.

Requirements

Candidate Profile

• Previous experience as an Office Manager, Personal Assistant, Executive Assistant, Family PA, or similar position.
• Comfortable providing a combination of corporate and personal assistance.
• Highly organised with excellent time-management and multitasking abilities.
• Proactive and able to anticipate requirements rather than waiting for detailed instructions.
• Strong problem-solving skills and a practical, hands-on attitude.
• Flexible and comfortable managing changing priorities and occasional last-minute requests.
• Professional, trustworthy, and highly discreet.
• Strong communication and interpersonal skills.
• Experience organising international travel and complex itineraries.
• Comfortable dealing with senior stakeholders, suppliers, property agents, schools, and private service providers.
• Good knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Fluent English required; additional languages are an advantage.

Mobility & Flexibility

• Valid driving licence required.
• Own car strongly preferred.
• Must be comfortable driving locally when required for business or agreed personal-assistance duties.
• Flexibility is important, as occasional ad hoc requirements may arise outside the normal routine.

Working Arrangement

This is a 60% part-time position requiring regular physical presence due to the office-management and PA responsibilities.

The position is particularly suited to someone who enjoys a varied role and is equally comfortable managing an office, coordinating international travel, supporting a Director's schedule, researching an apartment, or assisting with an unexpected personal arrangement.

The successful candidate will be a trusted and reliable point of support to the Director, capable of handling both business and personal matters with professionalism, initiative, discretion, and good judgement.