Office Manager & EA
Featurespace have a great new opportunity to join our Business Support team as an Office Manager & EA supporting our London office, which is based by London Liverpool Street station. This role will be office based for 4 or 5 days a week and there may be some occasional travel to the Cambridge office.
In your role as Office Manager and Executive Assistant you will help us achieve our goals and deliver success on behalf of our customers by ensuring that our London office is a brilliant environment for both the staff that work within it and for our customers to come and visit. You’ll help our CCO with scheduling, meeting support, and managing processes across his team when needed.
You’ll be pivotal to ensuring that our London office is a wonderful and well managed haven for our team and customers, as well as performing the executive assistance duties of our General Manager of London and Chief Commercial Officer and other ad hoc projects and processes as needed.
Day to Day
- Perform the duties of the CCO’s executive assistant (and potentially other senior executives): diary management, travel arrangements, recording targets and birthdays of CCO’s team, expenses, and other related duties
- Ensuring that our London office is an amazing and inviting environment, including but not limited to: providing high quality food for staff and clients alike, ensuring that the decor is maintained on brand and of a high standard, flower delivery, management of cleaning company and any other relevant London office providers e.g. water, upkeep of stationary and merch supplies, ensuring there is enough space for everyone, manage relationship with the serviced office provider
- Management of the meeting room schedules, ensuring the meeting rooms are prepared for clients
- Being the welcoming face of Featurespace in London; providing the highest levels of hospitality to both current and potential clients at all times
- Keeping the fridges full: ordering of food and drink for both clients and the team including the weekly shop, seasonal treats, meeting catering and team lunch, etc.
- New starter duties including: ensuring new starter packs are prepared and laid out for new starters/sent to their homes (including phones, business cards, a laptop and other equipment that is required), the upkeep of induction slides and new starter booklet, delivery of London induction, checking ID and setup of laptop and tech
- Management of the London phone system including routing calls to relevant team members and filtering out calls intended for another office, rectifying technical errors, and check ins with phone company
- Organising travel for members of the London office team
- Health and safety representative: ensuring the London office is H&S compliant, completing risk and fire risk assessments, organising external companies to aid this, organising fire wardens and first aiders and the appropriate training, ensuring the electricals are PAT tested and information regarding the H&S of the London office is up-to-date
- Event management: aiding the organisation of company socials with the rest of the business support team, the sales kick off with commercial team members, and customer parties with the marketing team
- Strengthening the London team culture: organisation of birthday/team/leaving drinks or socials
- In-house printing & binding and organising external services where needed
- Managing merch: maintaining stock levels and sourcing new items for meetings, kick offs, events, new starters etc.
- Office move duties, including: logistics/packing/quotes/fit out/project management/working with various agents
About you
Must haves:
- Very high levels of organisation, communication, and time management skills
- Ability to work with complex travel itineraries
- A welcoming, upbeat, and patient manner
- Ability to work proactively and react quickly to situations
- Excellent problem solver and high attention to detail
- Effective working across multiple teams and solo
- Proficient in Microsoft Office with excellent grammar, spelling, writing, and proof-reading ability
- Ability to work across multiple time zones with colleagues around the world and build solid working relationships
- Adept handling sensitive information and working with discretion
Good to haves:
- A love of food and drink
- Event management skills
- Creative thinker to find new and better ways of doing things
- Self-motivated able to work with minimal supervision
- Basic design skills & ability to use InDesign and Photoshop
Personal Qualities
The work is often challenging and fast paced. We are looking for someone who has the following qualities:
- Personable and friendly with a great sense of humour
- Organised with an eye for detail
- Calm under pressure and a problem solver
- Enthusiastic and ready to get stuck in
- A proactive approach and can-do attitude to work in a changing and flexible environment
And most importantly, a small-company attitude: willingness to adapt to a variable role and a great can-do attitude.