Executive Assistant / Office Manager – Media Technology Start Up

Executive Assistant / Office Manager

Strand, WC2 (overseas travel on occasion)

£30,000 per annum

Excellent opportunity to join a Media Technology Start Up offering incredible benefits and a great work/life balance.

Job Summary:

Amazing offices on the Strand working within a great team, with reasonable working hours and half days on Fridays. To provide administrative support and assistance to executive members of staff (Chairman/CEO/Deputy CEO) and ensure the smooth running of the offices and equipment.

Term: Full time, permanent role after 6 month’s probationary period

Reporting to: Chief Financial & Operating Officer

Executive Assistant – Key Tasks and Responsibilities

• Managing the diaries of three senior executives
• Scheduling and coordinating internal and external meetings, events and lunches
• Responding to and distributing communications on behalf of executives as required
• Meeting and greeting visitors at all levels of seniority
• Making travel arrangements (including visas, flights and accommodation)
• Responsible for preparing expense reclaims for senior executives and credit card expenses for all card holders
• Carrying out specific projects and research, producing reports and presentations when required

Office Management – Key Tasks and Responsibilities

• Events

• Organisation and management of relevant teams, including sourcing venues/suppliers, arranging all logistics, call sheet, guest list management, main points of contact etc
• Organizing attendance at trade markets
  Supporting Sales & Marketing in the planning of each event where required
• Summer drinks event
• Staff Christmas and other events

• General Office Admin

• Logging and following up on all office maintenance issues
• Main contact for general suppliers (courier, stationery, travel agent, printer lease,business cards, logistics/ furniture suppliers, shipping agents)
• Cleaning point of contact, contract negotiation
• Main contact with facilities re. maintenance, fire warden, security, post room
• Ensuring first aid box is fully stocked
• Managing meeting room calendars and ensuring no clashes

• IT

• First point of contact for basic IT hardware and software issues (before referring to external IT support services)
• Arranging for new O365 accounts to be set up and relevant team member to build new machines
• Maintaining and updating IT equipment records and notifying Qubic with relevant changes (machines/staff)
• Requesting security tags for new machines via Qubic
• Logging telephone handset issues, updating WIFI details
• Logging printer issues
• Ensuring the ‘All’ email distribution group is updated

• Finance

• Petty cash management and withdrawals
• Authorised contact for informing Lloyd’s bank of overseas business travel to avoid blocks/card issues etc
• Completing monthly expense claims for senior execs and credit card expenses for all holders

• New starters and leavers

• Arrange O365 account/computer allocation
• Ensuring new starter completes part 1 of new starter form, requesting P45 and copy of passport
• Phone allocation/IT core service
• Security pass, requesting a headshot from new hire
• Allocation of lockers/office keys and updating of records
• Welcome emails, media subscriptions, keys, opening hours etc
• Updating w/phone details plus adding to mailing list
• Leaver procedures (ensuring O365 account and access to all other related apps are shut down/collection of office keys/security pass/locker key/computer)

• Website

• Ensuring relevant pages on the website are updated accordingly
• Ensuring the Team Page of the website is updated accordingly, including new staff photos

Experience required of the Executive Assistant / Office Manager:

• At least 24 months of being an Executive Assistant to director level staff
• At least 12 months of office management experience
• Experience of making complex, global travel arrangements
• Experience of organising attendance of and participation in international trade markets would be advantageous

Skills and attributes:

• Bright, intelligent, and willing and able to learn new skills
• Initiative, tenacity and resilience
• Impeccable organisational skills
• Confident communication abilities with all levels of staff, and especially senior staff
• Pro-active approach to senior exec diary management – anticipating clashes, issues, travel arrangements etc
• Strong IT skills (Microsoft Office, Office 365, Windows 10, Mac OS)
• Happy to be an IT trouble-shooter, and a first point of contact for basic hardware and software issues before escalation to Qubic (external IT helpdesk)
• Taking responsibility/ ownership of office, admin and facility matters
• A natural willingness to help anyone with anything
• Possess high attention to detail
• Flexible and adaptable – willing to go the extra yards to do an excellent job
• An interest in TV, media and/or technology companies and start-ups

Rewards

• Salary of £30,000
• 20 days of annual leave
• 5% matching contributory pension scheme (after 3 months)
• Healthcare Cash Plan (after 3 months)
• Cycle-2-work scheme
• Office closes at 1pm on Fridays