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Office Manager/ PA- Marketing & Communications

  • Location: City of London
  • Salary: £30,000 - £35,000 per annum
  • Job Type:Contract

Posted 20 days ago

  • Sector: office support
  • Type: hybrid
  • Contact: Natasha Uddin
  • Contact Email: natasha.uddin@handle.co.uk
  • Duration: 2 months
  • Start Date: ASAP
  • Expiry Date: 14 April 2024
  • Job Ref: BBBH109609

Handle are keen to speak with immediately available office manager's, who have further experience providing PA/ senior level/ team support.

This is an exciting interim opportunity, to join a renowned Marketing & Communications Agency, based in beautiful offices in the heart of central London.

Please note- the role is based in the office 4 days per week, 1 day remote.

The length of contract will be for 2 months initially, with potential to extend.

Suitable candidates must possess at least two years of office management experience- capable of ensuring seamless office operations and offering support to senior board members.

The ideal candidate should be collaborative, possess exceptional time management and organisational abilities, along with strong interpersonal skills.

Office Management:

  • Daily checks on the office, open spaces, meeting rooms and print pods.

  • First point of contact for all operations issues/ queries (building news, bicycle storage, fire drills, health and safety etc).

  • Manage the purchase and maintenance of office equipment and stationery supplies.

  • Managing the request of new building passes, deactivation of passes and bike storage access.

  • Management of incoming and outgoing mail, informing agency staff when they have post/parcels to collect.

  • Point of contact for all IT requests: tickets for email distribution groups, shared drives, meeting support/set up, kit for agency staff, new laptop requests.

  • Laptop return process - create preparation, arrange collection and complete final checks of all laptops returned by employees

  • Liaise with building services for any facilities issues.

  • Assist with managing the meeting room system as part of the Coordination Team for internal/external meetings, helping to organise catering as required.

  • Be responsible for the Health and Safety of the office.

  • Reporting updates to the Chief Health & Safety Officer.

  • Organise business travel, visa and accommodation as and when required or agency members who do not have a PA.

  • Assist with the set-up of agency events.

  • Assist agency staff with locker distribution and management.

  • General ad hoc tasks with the wider Coordination team.

Personal Assistant:

  • Provide administrative support to key Board Members; organise internal/external meetings, room bookings, client entertainment, catering orders and restaurant bookings.

  • Build working relationships with key Board Members by having regular 1:1s.

  • Organise business travel, Visa's, and accommodation as and when required.

  • Monthly completion of expenses for key Board Members.

  • Printing, photocopying and document preparation as needed.

  • Occasional minute taking where needed by Board Members.

  • Assist with large scale events, i.e. Staff Christmas party/Company meeting/Client events.

Experience/ skills required:

  • Proven experience in a similar role, ideally in a media/creative organisation.

  • Great organisational skills, with the ability to self-motivate and manage multiple tasks.

  • Good attention to detail.

  • Experience using Microsoft 365, including Outlook, Excel, PowerPoint, and Teams.

  • A positive attitude with an ability to demonstrate initiative and pro-activity.

  • Problem solving skills to find creative solutions.

Handle Recruitment is acting as an Employment Business in relation to this vacancy.