PA/Office Manager for creative agency

Location
England, London
Salary
£20000 - £25000 per annum
Posted
05 Oct 2016
Closes
02 Nov 2016
Ref
7351
Contact
Kathryn Blacker
Job Title
Administrator
Industry Sector
PR
Contract Type
Permanent
Hours
Full Time

Luxury lifestyle PR agency looking for an Office Manager/PA to run their office. Salary 20-25K + Please email your CV to RMS Recruitment.

They are looking for candidates who fit a creative glamourous environment, who will be the hub of the office and will bring energy to the role.

OFFICE MANAGER DUTIES

Open boardroom

* Distribute post

* Send an email around all staff to notify the office of any new

magazines that have arrived by post

* Check boardroom and reception area are tidy

* Check kitchen is stocked up - coffee, tea, sugar, milk, biscuits - refill

from downstairs if necessary

Keep office tidy

* Keep magazine shelves tidy with only current issues

* Manage boardroom meeting diary to ensure no meeting clashes

* Manage office kitty

* Manage notes to cleaner re specific cleaning requests

* Keep client codes and useful numbers list up to date, circulating

updated versions frequently

Every Evening close up the office

Answering the telephone

* All telephone calls should be answered politely and transferred to

relevant member of team

* Field calls for the Directors to establish they are not simply

cold calls

* Pass new business calls through to the Directors

Stationary, Newspapers and Food supply

* Maintain stocks of all office stationary, making any required orders

*

Office Equipment

* Liaise with office equipment suppliers if anything is not working

* Always ensure the office I--‐Pad is fully charged well in time for

meetings

* Liaise with landlord re any repairs

New Starters

* Confirm which desk they will sit at and ensure all drawers and desk

area is tidy

* Contact technology support agency to make sure their computer is set

up with email address

* Ensure that telephone direct dial number is set up

* Provide diary and set up client induction meetings with team members

+ About induction meeting during first two weeks of arrival

* Ensure they have diary, The Handbook, copy of client list and all

stationary needed (business cards, pens, notebooks etc) on their desk

ready for arrival

*Show them around the office and introduce them to everyone

*

Current employees

* Manage Team Holiday Calendar

* Book Appraisals/Reviews

* Manage staff birthday calendar

* Organise birthday cards, cakes and prosecco

Internship programme

* Manage applications for internship opportunities and present CVs and

cover letters to Acct Dir

* Set up interviews with Emily or other team members with interns to

establish if the candidate is suitable

* Manage interns arrival (desk, computer, stationary etc)

* Get new interns to sign confidentiality form when they arrive

* Assign them an Account Executive to be their mentor

* Introduce them to everyone, show them how office equipment works

* Run through 'intern roles' with them and give them client list and

Handbook to go through

PA DUTIES

* Booking transport: taxis, air and train tickets

* Manage office diaries for the 3 Directors

* Manage calls for the MDS if not in the office

* Manage personal requirements for joint MDS (managing

deliveries, appointments, home arrangements and personal paperwork