Vitesse is seeking a highly organised and efficient Office Manager/Exec Team Assistant to provide comprehensive support to our organization. Reporting to the Chief People Officer and sitting within the People team, you will be responsible for managing the daily operations of our new office (move planned for July 2023) whilst also serving as a team assistant to our Exec (currently 8 people including the co-founders). Your exceptional organisational skills, attention to detail, and ability to handle multiple tasks will contribute to the smooth functioning of the office and ensure effective support to the executives.

This is part time role working 4 days a week Monday - Thursday. We ask that you are able to commit to 3 days in our office here in Holborn.

Responsibilities:

Administrative Support:

• Serve as a Team Assistant to the exec, providing administrative assistance, managing calendars, scheduling appointments, and coordinating travel arrangements.
• Prepare reports, presentations, and other materials for meetings and presentations.

Office Operations Management:

• Oversee general office operations, ensuring a well-maintained and organised work environment.
• Coordinate office supplies, equipment, and facility maintenance.
• Implement and maintain office procedures and policies to improve efficiency and productivity.
• Act as the main point of contact for all H&S and first aid requirements in the office
• Manage office budgets, track expenses, and process invoices and reimbursements.
• Handling and sorting incoming and outgoing mail, including letters, packages, and documents.

Communication and Coordination:

• Facilitate effective communication channels within the office and act as a point of contact for internal and external stakeholders.
• Coordinate and schedule meetings, prepare agendas, and take meeting minutes when required.
• Collaborate with other departments and teams to support cross-functional projects and initiatives.

Confidentiality and Discretion:

• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Maintain confidentiality of executive discussions, decisions, and documentation.
• Ensure compliance with privacy regulations and company policies.

Event Planning and Support:

• Assist in organizing company events, conferences, and team-building activities.
• Coordinate logistics, including venue selection, catering, travel arrangements, and accommodations.
• Prepare event materials, presentations, and agendas.

What you will need

• Proven experience as an Office Manager or in a similar administrative role.
• Previous experience as a Personal Assistant to senior executives is preferred.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Proficient in using office software, including MS Office (Word, Excel, PowerPoint) and email management tools.
• Ability to handle confidential and sensitive information with discretion.
• Attention to detail and problem-solving abilities.

What We Offer

• 25 days Holiday per year + Bank Holidays (rising to 30 days maximum with each years' service)
• Contributory pension scheme
• Enhanced Parental leave
• Cycle to Work Scheme
• Private Medical Insurance through Vitality
• Access to Oliva our Mental Health Therapy partners
• Discounted Gym membership
• Financial Coaching with Octopus Wealth
• 2 days of volunteering leave per year
• Sabbatical after 5 years’ service
• Ongoing Learning and Development to support you reach your career goals

We are Vitesse – the smart way to make global payments.

Formed in 2014 by a team of proven FinTech entrepreneurs, we are an FCA regulated payments business that is driven to be the payment partner of choice for the insurance market, by providing global payment services and treasury optimisation. Operating one of the largest domestic banking and payment settlement networks in the world, we give our customers direct access to more than 170 countries and territories, covering over 110 currencies. Through a single integration, insurers can use this network to pay claims in as fast as 45 seconds, delivering a better customer experience to their claimants. Our market-leading treasury optimisation service brings complete control and transparency to insurers and allows them to have their money in the right place, at the right time, to make that all important payment - fast, and when their customers need it most.

With now over 120 employees across Europe and our London headquarters, £26m series B funding in 2022 in the bag and approaching £8bn in processed transactions, we are only just getting started.

We are collaborative, customer centric and work with integrity, whilst partnering with some of the biggest insurance leaders including Lloyd’s of London and Many Pets. We take huge pride in our company culture, ensuring that everyone has a part to play, an opportunity to be heard, be involved, and the ability to make a real difference.

As we continue to scale up, we want like-minded humans to join us on this exciting journey. Are you ready?

We are an Equal Opportunity Employer

We are committed to creating an inclusive environment that enables everyone to perform at their best, where we recognise the rights of all individuals to mutual respect and where there is an unbiased acceptance of others. Our policies and practices aim to promote an environment that is free from all forms of unfair discrimination and values the diversity of all people. At the heart of our policy, we seek to treat people fairly and with dignity and respect.