Office Assistant
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Job Location:
Monthly Salary:
Posted on:
7 hours ago
Vacancies:
1 Vacancy
Department:
Job Summary
We are on the lookout for a creative organised and dedicated Office Assistant to manage operations of our office on a part-time basis of 4 days per week (Monday-Thursday).
You will be a key player in creating an amazing environment for the team from owning the social calendar and executing all the fun and inclusive events to coming up with interesting volunteering opportunities and DEI initiatives to proactively solving office niggles and answering questions about all sorts of things you will be the go-to person in the office!
Its an exciting time at The Hoffman Agency! The Hoffman Agency acquired CCGroup in March 2025 which means there is a lot of exciting integration work to be done in the office social and company culture aspects!
You will be part of the Operations team reporting into the Manager HR Operations Europe. You will be a key figure for the running of the office for company culture and team cohesion so this role will be fully office-based.
Main job functions
Office management
- Welcoming visitors to the office and helping them set up
- Managing and setting up meeting rooms for meetings/trainings
- Ensuring the office is adequately stocked at all times (groceries/stationery/IT equipment)
- Proactively ensuring the office is tidy and all equipment is working
- Managing ingoing and outgoing post
- Watering the plants
- Managing Health & Safety: weekly checks DSE assessments arranging for PAT testingfire extinguisher maintenance etc.
- Business continuity & disaster recovery plan: check and update annually in conjunction with People & Operations Manager
- Waste management
- Proactively liaise with cleaning company to maintain the office in a good state and advise them where events are happening
- Proactively resolve and attend to property management issues liaising regularly with the property manager
- Liaise with subtenants for meeting rooms booking and queries
Employee Engagement
- Socials: owning the ideas planning and execution of company socials volunteering and highlighting cultural/religious holidays.
- Planning initiatives around awareness days/weeks: Mental Health awareness week Black History Month LGBTQ history week Pride month International Womens Day etc.
- Managing event organisation where events are held in the office (this could include PR Networking Events Women in Fintech get-together AR Forum roundtable etc)
- Proactively ordering staff/client incentive items: flowers baby gifts new home gifts etc.
- Arranging birthday cards leaver cards & collections leaving drinks hen/bachelor parties baby showers graduation celebrations etc.
HR Support
- Managing the office side of the onboarding process: ordering and setting up laptops mobile phones access passes tour lockers
- Managing holidays and Happy Half Days
- Setting up new starters on our IT platforms
Finance support
- Overseeing the social staff incentive canteen and office equipment budgets and keeping within them year on year together with the People & Operations Manager.
- Uploading client and supplier contracts for signatures
- Inputting supplier invoices & time sheet reviews and other small ad hoc finance tasks.
Supplier management
- Maintain positive and trusting relationships with the team and suppliers
- Keeping track of contract end dates terminating contracts if needed and negotiating favourable rates prior to renewal
- Proactively and regularly researching alternative suppliers which present cost savings and/or a better product always checking their diversity and ESG policies beforehand.
PA and team assistant
- Travel support for the European MD and UK Co-MDs
- Booking team travel/hotels for corporate events
- Booking event tickets and travel/hotel (i.e. Awards)
- Diary management for wider team meets and training
IT
- Main responsibility for all IT supplier management and problem resolution (Internet Printers IT support MobilePhones Software - i.e. Google Drive Sharepoint Office etc)
- Be the first point of contact for IT troubleshooting issues liaising closely with our ITsupport company
- Be the first point of contact for Google Drive assistance
- Setting up aliases and Teams channels for new clients and keeping them up to date.
- Researching new providers and carrying out demos for new technology
- Laptop and mobile phone asset management
About you
- Experience in a similar role desirable
- Strong interpersonal and communication skills
- Excellent organisational skills
- Excellent prioritisation and time management skills
- Comfortable working independently
- Approachable and friendly
- You enjoy and have experience in bringing people together and planning events
- Proficient in the main Microsoft Office products (Word PowerPoint & Excel) and Google
- Capable of solving simple IT issues
- Qualified First Aider and Fire Warden (training will be given if you are not!)
Required Experience:
Manager
Key Skills
- Typing
- Microsoft Office
- Data Entry
- Customer Service
- Computer Skills
- Microsoft Outlook
- QuickBooks
- Office Experience
- 10 Key Calculator
- Front Desk
- Filing
- Administrative Experience
About Company
We're a Silicon Valley based PR agency with high-touch service, a global presence & award-winning pedigree. Explore our integrated B2B & tech PR campaigns.
