Office Manager & Executive Assistant

Job description

Job title: Office Manager & Executive Assistant

Report to: Finance Director

Location: E2 London Shoreditch Office based role

Salary: 2836k depending on experience

Working hours: 9:30 am to 5:30 pm Monday to Friday. Please be aware that you will need to be flexible in your working hours due to events and meeting contractors etc but time will always been given back

Purpose of job:

To be responsible for the smooth running of our head office and to run/assist in events and provide administrative support to all teams within D&AD as and when required and executive assistant duties to the CEO/COO and directors as and when required.

Duties and Responsibilities of the role will include:

Office Management

Deliver an excellent customer experience to every guest and at every event.

Ensure and maintain the standards required of a front of house reception and the company premises to ensure it is well presented at all times clean and tidy and make suggestions for improvements.

Opening and closing of the office and setting the alarm etc and in absence making alternative arrangements.

Carry out building walks to ensure the building is clean and tidy and there are no hazards or damaged items every Monday and daily if possible.

Meet greet and welcome our guests and deal with any enquiries and ensure the reception area is manned at all times and the phone is answered promptly and courteously. (train people to use the login system and do it at reception)

Offer guests refreshments where applicable.

Arrange for the transportation and removal of equipment if required.

Maintain order and stock up on office supplies kitchen stationary food and beverage bathroom and event supplys etc.

Ordering couriers taxis travel arrangements and overseas packages.

Supervision of all building and facility matters and contractors

Sort and distribute incoming post and deliveries to the relevant party and in a timely manner.

Using the Neopost franking machine for all post and keeping supplies up to date.

Manage the following thirdparty liaisons to ensure delivery of a quality service: cleaners computer suppliers insurers office security telephones keyholder alarm security shutters fire alarm aircon pest control H&S sanitary recycling sewers utilities photocopier coffee maintenance and lift suppliers etc.

Supply and manage resources to employees laptops and other equipment keeping an accurate record of company property issued and ensuring collection upon leaving.

Responsible for getting the best price for all supplies gas electricity cleaners etc.

Support users with relevant ICT information advice using third parties to help with this where appropriate and manage the ITRM tickets and attend weekly ITRM meetings and new laptop builds and wipes and software licences.

Ensure office equipment is maintained and repaired quickly in case of problems (e.g. photocopier franking machine electrical appliance coffee machine)

Source and maintain furniture appliances and equipment as required.

Train employees on the use of AV equipment. telephony and entry and exit of the premises.

Manage/Assist with the procurement tendering and negotiation process to procure appropriate resources/suppliers

Work with Peninsular (H&S provider) to ensure the office complies with all aspects of health and safety at all times and the health and safety policy is reviewed and updated.

Ensure we have trained fire wardens and first aiders and that regular fire checks and first aid kit checks are undertaken.

Book meetings and refreshments and ensure any special requirements are met for all staff meetings/events i.e. AV food beverage and room lay out etc.

Provide general office and administrative support to relevant departments as and when required.

Assist in maintaining D&AD databases and take part in data cleanse to ensure that it is accurate and kept up to date.

Carry out any research as and when required.

Assist in looking after any general enquiries inboxes and respond accordingly.

Event Management

Managing attending and assisting at D&AD events (annual presidents dinner staff socials) masterclasses awards partnership events and official meetings relating to catering equipment logistical arrangements before during and after.

Manage additional support staff when appropriate.

Ensure health and safety risk assessments are undertaken for all events.

Management of D&AD event space bookings from point of sale through to event delivery. Liaising with clients on contracting H&S documentation issuing event sheets recruiting internal staff to assist technical set up and operations where needed invoicing and post event reporting.

Overseeing the marketing of event space and admin support where needed.

Circulating information to internal and external stakeholders

Maintaining project and budget files contact lists & the Events Calendar.

General administration: telephone and email enquiries packing for the event logging stock (books leaflets drinks etc.)

Executive support

Calendar/email management for the CEO/COO

Booking of flights and travel arrangements for the CEO/OO

Undertaking of research and booking meetings on business travel

Distributing minutes of meetings

Skills and experience

Experience in office/facilities management and or events

Customer service experience in a people facing role

Flexible approach to working hours

Strong written and verbal communication

Rigorous attention to detail

Strong knowledge of google suite (email docs sheets slides)

Health and safety knowledge desirable

Ability to juggle and prioritise workload

Experience of using horizon or other database systems and Monday desira

D&AD is committed to diversity equality equity inclusion and respect for all. Providing a work environment in which all employees are treated with fairness respect and dignity and which is free of discrimination victimisation bullying and harassment. At D&AD we are interested in every individual bringing their Whole Self to work and this includes you! Please email to let us know if you need any reasonable adjustments to be made for any part of the recruitment process.

In order to comply with the Prevention of Illegal Working Immigration Asylum and Nationality Act you will need to provide appropriate documentation that proves that you are eligible to work in the UK.

Due to the number of applications we receive we regret that you will not be contacted unless you are shortlisted for an interview. If you have not heard from us within three weeks of the closing date of your application you should assume that you have not been successful on this occasion.

Our privacy statement can be viewed on the D&AD careers page.