Office Manager with EA Support

Please note this is a 12-month contract for maternity cover.

Spin Master is a leading global childrens entertainment company creating exceptional play experiences through its three creative centres: Toys Entertainment and Digital Games. With distribution in over 100 countries Spin Master is best known for award-winning brands PAW Patrol Bakugan Kinetic Sand Air Hogs Hatchimals Rubiks Cube and GUND and is the global toy licensee for other popular properties.

What will you work on
The Office Manager will manage and maintain the office structure and functions. The ideal candidate is an independent thinker who can make good judgments and manage unpredictable situations. The candidate must be well organized very efficient extremely resourceful and have an adaptable and positive service attitude. Candidate should be highly flexible and can work independently with minimal supervision. The candidate supports occasional EA duties to a senior Executive in a fast-paced position that requires a flawless work ethic as well as being able to juggle a multitude of complex projects.

Office Manager Responsibilities

Office & Building Management

• Look after the wellbeing of staff onsite
• Ensure the company adheres to the necessary Fire Health & Safety requirements and ensuring appropriate training is provided to fire wardens and first aiders
• Carrying out an annual Health & Safety refresher session for all employees
• Support with plan and manage office renovations in the UK where required and support the design and building of new showrooms
• Liaise weekly with building landlord about contractors cleaning safety measures parking etc.
• Manage office maintenance with contractors and deliveries i.e.: weekly food orders and deliveries plant maintenance contractors.
• Ensuring all building safety checks are carried out by an approved contractor as required i.e. water testing light testing electrical testing fire safety inspections air con servicing etc
• Effectively manage day-to-day communication with the Property Manager and ensure ongoing follow-up to resolve any property management requirements
• Manage the ongoing relationship with the assigned Cleaning Contractor
• Perform daily inspection of the Office Facilities and address any issues related to cleaning and maintenance
• Assist with project management and coordinate with Trades as necessary to ensure the effective completion of all building construction fit-up renovations electrical or A/V upgrades and furniture fixture purchases and installations
• Maintain and manage subscriptions such as TV License music licensing copyright license etc.
• Maintain and manage waste disposal and recycling facilities and procedures
• Oversee and collaborate with Office Assistant to ensure smooth running of the office and a safe environment at all times
• Collaborate with Globe BID and local council on business park improvements and community support as well as attending BID Board meetings on a quarterly basis
• Ensuring policies are adhered to i.e. visitor policy safety policies etc
• Be available as a point of contact during the evening by security company

Security

• Ensure Spin Master Facilities are secure and safe at all times
• Carry out risk assessments and ensure personal risk assessments are carried out for Fire Health & Safety and First Aid compliance; conduct onsite audits for FH&S
• Ensure relevant notices documents and handbooks containing FH&S and First Aid information are up to date; Document and communicate all applicable FH&S policies procedures and legal requirements as applicable and achieve excellent sustainable results.
• Report incidents monthly for the global consolidation of incident reporting. Follow through to ensure actions taken to prevent incidents are managed implemented and effective.
• Liaise with building Security regarding FH&S and First Aid including fire alarm testing
• Manage the relationship with 3rd party security and alarm vendor
• Manage issue and track staff passes for building access
• Liaising with security staff about timekeeping and office opening hours
• Manage relationship with Document Shredding Vendor and ensure that appropriate procedures are in place to ensure confidential document security through shredding
• Carry out FH&S and First Aid inductions for new staff

Administration

• Ensure all necessary suppliers are set up in SAP or any other system following internal processes and approvals
• Regularly update and manage the following documents: Parking chart and ensure the ANPR system is kept up-to-date
• Support with organising team building days social events charity initaties fundraising and donations

Executive Assistant Responsibilities

• You will be responsible for managing the diary across multiple timezones arranging appointments booking hospitality hotels transport visas and meeting rooms including arranging itineraries for international travel and collating all relevant materials for meetings/presentations in advance.
• Ability to manage all incoming and outgoing correspondence and to answer any general enquiries
• Assist in developing and maintaining administration systems that allow easy access to information required by the SVP
• Assist in management of the team including vacation requests expenses and other approvals
• Prepare all materials for executive in advance of meetings presentations
• Ability to work with other assistants closely to manage the executive
• Act as custodian of corporate documents and records
• Act as direct liaison with vendors/customers/partners
• Additional duties as assigned which include but not limit to EU Business Reviews Team meetings Director Meetings and Townhalls.
  • EU Business Reviews: arrange agenda attendance venue IT group travel accommodation and hospitality
• Plan and coordinate any Executive visits to the UK office
• Planning and tracking of annual travel and event budgets
• Provide personnel and administrative support for both business and personal matters
• Create and maintain an annual planning calendar for executive which includes all key events meetings and travel plans for the year
• Coordinate International attendance and hotel rooming lists for large events in order to gain Executives approval on attendees and their durations

What are your skills and experience

• Minimum 5 years administration experience; at least 2 years supporting VP level or above
• Proficient with MS Office (Word PowerPoint and Excel) and Outlook
• Demonstrated organization planning and communication skills
• Ability to work under pressure and both independently as well as in team environment
• Ability to build and maintain relationships both externally and internally
• Good organizational time management and project coordination skills
• Ability to handle multiple tasks simultaneously prioritize high volume workload and meet strict deadlines for tasks/assignments
• Good attention to detail and follow-through skills
• Team player works well with others able to delegate effectively
• Demonstrated good judgment ability to deal with confidential and sensitive issues
• Flexible; excited about supporting various unpredictable projects and schedules
• Strong oral and written communication skills
• Result and detail driven
• A creative approach always proactive whilst maintaining high energy levels

#Spinmaster #Toys #LI-Hybrid #LI-HM

What you can expect from us:

Our mission is to Make Life More Fun with a vision to push the boundaries of innovation creativity and fun.

• Growth and Career Opportunities
• Flexible Work Hours
• Innovation Collaboration and Fun
• Comprehensive Benefits
• Other fun Perks!

Whats it like to work here

Spin Master is a fast-paced hands-on organization that provides many great opportunities for impactful decision-making; though our challenging start-up atmosphere isnt for everyone we have a proven record of opportunities for future advancement and internal transfers for our passionate and results driven team.

Everyone is welcome in our sandbox and we are committed to an accessible and inclusive hiring process that provides reasonable accommodation to all applicants.

Spin Master strives to create an accessible and inclusive application and selection process and is committed to working with and providing reasonable accommodation to job applicants who may require provisions to participate in the recruitment selection and/or assessment processes. Should you require an accommodation please contact our Talent Acquisition team by email at and we will work with you to meet your accessibility needs.

We do appreciate all interest; however only those selected for interview will be contacted.