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Office Manager / PA to CEO

Reference   (Please mention Stopdodo/Environment Jobs in your application)
Sectors Sustainability, Climate, CSR, EMS
Location England (London & Greater) - UK
Town/City London
Type Temporary / Contract / Seasonal
Status Part Time / Per Day
Level Mid Level
Deadline 20/08/2012
Company Name MADE-BY
Contact Name
Website Further Details / Applications
MADE-BY logo
Directory Entry : MADE-BY is a European not-for-profit organisation with a mission to improve environmental and social conditions in the fashion industry.
Also Listing:

MADE-BY, a non-profit organisation, which works with fashion brands on sustainability, are seeking a highly skilled and professional Office Manager/PA to CEO to cover maternity leave of up to 6 months (and potential to extend). The position will suit a team player with an outgoing and fun personality, with experience in a similar position who is looking for a new challenge in a young and vibrant organisation. This is a full time position working 40 hours per week, to start 01 October 2012. The Office Manager/ PA to CEO will be based in London, but will be working across offices, including offices in the Netherlands and Germany.

The Role:

Managing financial systems of the UK, Germany and Netherlands offices, including:

  • Management of all sales invoices, including debt collection
  • Processing and payment of all internal and external purchase invoices, including team expenses
  • Supporting the reconciliation of bank accounts
  • Working with accountant and financial controller to develop monthly report, end of year accounts and any other requests
  • Managing petty cash
  • Maintaining and updating finance spreadsheets

Providing PA support to the CEO, including:

  • Booking all travel
  • Diary management
  • Secretarial support

Full responsibility for the day-to-day management of the office, including:

  • Supplies, equipment, filing, answering the telephone and message taking
  • Insurance, team travel arrangements, organisation of meetings,  managing meeting room diary and minute taking
  • Managing IT resources, being the main contact point for IT enquiries, facilitate staff’s IT needs and support intern on database management 

HR Administration including:

  • Maintaining standard forms, records of annual leave and sickness, health & safety policies
  • Co-ordination of set up for new starters and interns
  • Ad Hoc HR work, including update of MADE-BY staff policies

To support the team on MADE-BY promotional activities, including:

  • Trade shows, press launches and in-store events

The Office Manager/ PA to CEO may be required to work additional hours in order to ensure that role responsibilities are met.


  • At least 5 years solid experience in secretarial/admin roles with relevant qualifications
  • A methodical, flexible and thorough approach, with the ability to multi-task,  prioritise tasks, work independently and under pressure
  • Organised with strong attention to detail
  • Experience of SAGE and strong numerical skills essential
  • Microsoft Office skills, including PowerPoint, Word, Excel and Outlook essential
  • Excellent communication skills, (verbal and written) with superb client liaison skills
  • Highly presentable
  • A foreign language – not essential, but desirable
  • Qualification level: Degree 

A commitment to supporting you to develop your potential, a cosmopolitan working environment based in the centre of London, an opportunity to contribute to a quickly growing organisation at the forefront of fashion and sustainability. Salary in line with market expectations and 25 days annual leave.

Please forward your CV and covering letter addressing the essential job requirements to: infouk@made-by.org, MADE-BY, 2nd Floor, 3-4 Bywell Place, London W1T 3DN, www.made-by.org


  • Deadline for applications: 20 August 2012
  • Interviews: 23 – 29 August 2012
  • Appointment: week commencing 03 September 2012
  • Successful candidate to start: 01 October 2012


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