Office Manager & Personal Assistant

Today, Assystem is among the top three independent nuclear engineering firms worldwide. With over 60 years of experience in highly regulated sectors, the group supports public and industrial stakeholders in the execution of complex and strategic infrastructure projects, subject to high safety and security requirements.

Assystem mobilizes 8,000 experts in 13 countries and intervenes across the entire project lifecycle, in engineering, project management and digital solutions.

Office Manager & Personal Assistant

📍 Location: Derby

🕒 Employment type: Full-time

👥 Your Future Team

We are looking for a highly organised, proactive and approachable Office Manager & Personal Assistant to become the central point of support for our Derby office.

This is a varied and rewarding position combining office management, facilities coordination, administration and personal assistant support. You will play an important part in creating an efficient, welcoming and productive workplace, ensuring the smooth day-to-day running of the office while supporting the Business Unit Director, local management and employees.

🎯 Your Missions

🏢 Office Management and Facilities

🔹 Welcome and assist visitors, creating a professional first impression.

🔹 Oversee the day-to-day operation of the Derby office.

🔹 Coordinate facilities activities and liaise with contractors, suppliers and service providers.

🔹 Manage office supplies, stationery and equipment requirements.

🔹 Coordinate desk allocation, meeting room bookings and the effective use of office space.

🔹 Manage office access passes and visitor arrangements.

🔹 Coordinate IT equipment requirements for new starters and leavers.

🔹 Support office compliance activities, including health, safety and security requirements.

🔹 Act as the Office Fire Marshal, First Aider and Responsible Health and Safety Officer. Training can be provided where required.

🔹 Maintain office noticeboards and workplace communications.

📅 Personal Assistant and Administrative Support

🔹 Manage diaries and meeting schedules for the Business Unit Director.

🔹 Monitor correspondence and support administrative follow-up where required.

🔹 Prepare meeting packs, presentations and other business documents.

🔹 Organise meetings, take minutes where required and monitor actions through to completion.

🔹 Act as a key point of contact for internal and external stakeholders.

🔹 Handle confidential and sensitive information professionally and discreetly.

🔹 Coordinate meeting rooms, catering and hospitality requirements.

🔹 Arrange travel and accommodation where required.

🤝 People and Culture Support

🔹 Support the onboarding of new employees and contractors.

🔹 Coordinate Day One inductions and office orientation activities.

🔹 Organise employee meetings, engagement activities and social events.

🔹 Prepare and distribute office updates and communications.

🔹 Maintain organisational charts and relevant office records.

🔹 Identify opportunities to improve office administration and working practices.

Requirements

✅ Qualifications; Essential Skills and Experience; 🔹 Previous experience in an Office Manager, Personal Assistant, Facilities Coordinator or Business Support position.; 🔹 Excellent organisational and time-management skills.; 🔹 The ability to manage multiple priorities and work independently.; 🔹 Strong written and verbal communication skills.; 🔹 Confidence when working with employees, visitors, senior stakeholders and external suppliers.; 🔹 Excellent attention to detail and a high level of administrative accuracy.; 🔹 Strong Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.; 🔹 A proactive, flexible and solutions-focused approach.; 🔹 The ability to handle confidential information with discretion.; ⭐ Desirable Skills and Experience; 🔹 A qualification in Business Administration, Office Management or a related discipline.; 🔹 Previous experience or training in First Aid, fire safety or workplace health and safety.