Business Operations Assistant

AE Tuition • Full-time • Feltham, England, United Kingdom • 1w ago

Based in Feltham Middlesex, we are currently looking to recruit a Business Operations Assistant to support the Business Operations Manager for our Head Office.

Typical working hours - start time between 08.00 & 09.30 - finishing between 16.00 & 17.30.

Opportunity to work from home up to two days per week following the successful completion of the probationary period.

Salary - £30,000-£35,000 DOE

Point of coordination for activities relating to the running of the AE business. Provides support to the Business Operations Manager for the smooth running of business operations – and an office-based “go to” source of support for the Managing Director. Role assumes ownership of variety of administrative aspects that support the management activities of the business and will include a range of responsibilities.

· Support the Business Operations Manager

· MD’s ‘go to’ person during working hours

· Weekly ‘catch-up’ meetings with the MD.

· Managing MD’s

o AE electronic & hardback diary

o business travel – flights, accommodation, visas etc

o photocopying & scanning requirements

o Ad-hoc secretarial support

o company property account paperwork

o Arrange meetings with AE staff and external clients where required

· Ad-hoc secretarial support for HQ managers

· Build and maintain a strong, open working relationship with the administration team and other departments, internal and external, including IT, sales, and marketing etc. to liaise/coordinate pan-company activities as required, under direction of Business Ops Manager. This will involve liaison with external parties such as clients, visitors, suppliers etc.

· Attendance to a range of AE management meetings. Occasionally this may require attendance at off-site locations - or an alternative location from Vector Park

· Working with the management team & MD to create & issue agendas & reports etc.

· Responsible for accurately recording, producing and distributing meeting minutes in a timely manner.

· Preparation, issue and maintenance of AE meeting and chairpersons calendar (including electronic diary invites to meetings & setting up teams / zoom meetings);

o Business Board

o AE Group

o AET Management

o AEP Management

o AET Sales and Marketing

o Monday morning mini management meeting.

· Liaison point for AE Board

· Responsibility for updating weekly homework schedule for all courses on Parent Portal

· Creating events, Parents’ Evening appointments on the Parent Portal

· Sending communications to parents with the guidance from the Business Ops manager, TRMs (Tuition Resource Managers), Marketing and MD

· Maintaining the timetable and related course details.

· Support the Business Ops manager with the maintaining of the student database.

· Sorting and emptying of the admin boxes

· Assist with the implementation and maintenance of company stationery, forms, and correspondence template.

· Assist with the maintaining of the printers / photocopiers / toners and paper at HQ.

· Onsite maintenance / cleaning – small jobs

· Manage the booking of Vector Park meeting rooms

Preparing rooms for meetings – heating, paperwork, refreshments, etc
Ordering of business lunches where applicable
Maintenance of HQ kitchen area (water coolers, milk supply, coffee machine, first aid box supplies, servicing of units) etc and use of Costo card to go shopping to ensure adequate supplies of HQ kitchen and bathroom supplies
Sourcing and ordering of some stationery for HQ
Opening & distribution of daily post received at HQ – and franking of outgoing HQ post and taking to post box
Maintain records and diarise servicing and routine contractual maintenance for security & fire system, fire equipment, air conditioning, water cooler, refreshment machines, sanitary facilities, boiler etc whilst keeping the Business ops manager aware
Greeting visitors to HQ site – settling them in reception, offering refreshment & notifying relevant staff member of arrival
Support the administration team
Help with supporting, testing, building and maintaining the admin Parent Portal, and liaising with our web developer contractors.
Happy to be a first aider and fire marshal.
Additional tasks as requested by Business Operations Manager
Workload to be managed under supervision of Business Operations Manager.

Skills/Competencies

· Excellent Microsoft Office skills (Excel and Word)

· Some WordPress understanding would be preferable.

· Strong minute taking skills and the ability to produce clear, concise meeting minutes.

· Require proven track-record of management support

· Self-motivated; will need to work on own initiative and demonstrate an understanding of broader organisational context

· Multi-tasking

· Administration; process-orientated

· Excellent time-management with good organisational ability, scheduling and planning skills

· Ability to prioritise tasks and work under pressure as well as the ability to manage workload sensibly

· Clear communication skills, verbal and written – with excellent attention to detail

· Strong listening skills - and confidence to seek understanding of any areas requiring clarification