Executive Assistant and Office Coordinator

  • Location
    London, Greater London
  • Salary
    £ 32000 - £ 35000 / Year
  • Category
    Office and Secretarial - Executive Assistant
  • Job type
    Permanent
  • Industry
    Office and Secretarial
  • External Reference
    JN-112020-153950

THE ROLE


I am currently looking for a full time Executive Assistant and Office Co-Ordinator on a 12 month fixed term contract within a well known fast paced brand. This is a hybrid role with 50% allocation to EA duties and 50% to Office Co-ordination. As an EA you will primarily support the General Manager as well as provide ad-hoc assistance to the Leadership Team, in this capacity you will provide professional administrative support, coordination and stakeholder management. As an Office Co-ordinator you will be responsible for all aspects of office management for the office (1 floor) ensuring the offices are well run, maintained, safe, healthy and engaging places to work.



Key responsibilities include:


Executive Assistant



  • General support for the GM, including managing diary, admin support, liaising with stakeholders, (incl HQ and external partners), communications and presentations and representative tasks..

  • Communication on behalf of GM and LT (Leadership Team) with local business, customers, global and region stakeholders

  • Coordination of meetings, agendas and when needed manage diaries of GM and the LT, supporting the finalisation of PowerPoint presentations

  • Hosting international guests including Board Members and VPs, ensuring office preparedness, meeting rooms, hotel bookings and restaurants, being available to support as needed.

  • Administration support - expense management for GM and the LT (as required), supporting IT issues, and support tasks related to onboarding for direct report of LT

  • Managing all travel arrangements for GM and LT including booking hotels and managing visas when needed.


Office Management



  • Providing general office management support to the offices.

  • Managing relevant meetings and training includes scheduling, booking rooms, preparing meeting rooms and organising refreshments/food as needed

  • Receiving internal and external guests when needed

  • Regularly checking department stationery stock and ordering when needed

  • Parking management - ensure parking policy implemented and communicated to employees

  • Managing any support tasks related to the office - eg desks moves

  • Raising purchase orders and setting up new suppliers, coding invoices to the correct cost centre

  • Manage post room, post room supplies, courier bookings.

  • Manage kitchen and order of all catering supplies

  • Managing furniture - update assets register, order replacements

  • Manage security access cards for new starters and leavers with building management


Facilities Management



  • Managing contractors and vendors, commissioning work and ensuring quality

  • Ensure office floor facilities are in good operational condition

  • Ensure building management contractors execute planned maintenance and reactive works

  • Hygiene and cleaning management - daily as well as quarterly for all areas

  • Drive sustainability through effective waste management, recycling efforts, ordering supplies and monitoring

  • Manage the relationship the building management, and resolve issues, attend tenant meetings

  • Ensuring regular communication to employees on facilities topics that affect the office

  • Respond to emergencies in the building and resolve issues, calling on our vendors and contractors as needed

  • Onsite First Aider for Wimbledon offices (training to be provided)


Employee Engagement



  • Oversee and coordinate the various committees set up to improve employee engagement, alongside HR - Social Committee, Office Environment and Team Building.

  • Ensure a calendar of events is set up, budget tracking is in place and all committee members are actively engaged

  • Communicating to employees in a fun and engaging manner


Projects



  • Organisation of meetings, conferences, events which may include coordinating with several other countries, including management of budget

  • Assisting in any other project work as required


COMPETENCIES + SKILLS


Essential:



  • Experienced in dealing with senior executives and coordination with international visits

  • Excellent written and verbal communication skills

  • Strong previous experience in a coordination role essential

  • Structured approach, able to manage multiple priorities with strong attention to detail to all

  • Executive maturity and professional discretion

  • Excellent skills in Word, Excel and PowerPoint

  • Pragmatic approach, has a can-do attitude and responds with urgency

  • Calm under pressure, able to navigate problems to gets to outcomes

  • Shows a strong sense of individual accountability and able to work with autonomy

  • Demonstrate pro-active approach and ability to work on own initiative

  • Ability to work flexibly in a fast-paced environment

  • Ability to work under pressure and deadlines and juggle conflicting priorities

  • Flexible in approach and able to come in early or stay late on the odd occasion

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.


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Please apply with your CV to: Jade Coakley