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Assistant Office Manager

Company: FIRST Global Events Agency    Location: London
Position: Assistant Office Manager

Location: Waterloo, London

Line Manager: HR & Office Manager

POSITION SUMMARY:
This is a temp to perm role in our Head Office in Waterloo.

KEY OBJECTIVES:
Ensure the smooth and professional day to day running of the FIRST Office;
To take full ownership of the Receptionist Role;
Deliver a consistently exceptional service to the team by undertaking daily tasks.

DUTIES:
OFFICE MANAGEMENT DUTIES

Meet and greet all visitors into the FIRST Office.
Manage meeting room bookings, prepare the meeting room and providing refreshments.
Manage all office post, local, international courier bookings and deliveries.
Responsible for door fob and alarm allocation.
Answering incoming calls; provide screening and email messages if necessary.

SUPPORT

Take ownership of the storage cupboards, monitoring offices supplies and preparing orders.
Take responsibility for office kit including booking support/maintenance appointments.
To set up IT equipment and desks for freelancers/new members of the team.
Providing adhoc assistance for Wootton Street office IT issues.
Meeting with outsourced IT supplier.
Setting up iphones and distributing monthly phone bills.
Own and maintain e-mail distribution lists, phone directory and office calendar.
Team welfare assistance for birthdays and other special occasions.
Input business cards into centralized database.
Responsible for reviewing office photocopier/printer lease.

Provide a collating, binding, scanning and photocopying service to the team.
Provide adhoc support to the operational team, packing, archiving etc.
Responsible for replenishment of office refreshments.
To ensure kitchen and break out areas are maintained and kept tidy, this includes dishwasher, fridge and surface areas.
Manage all internal events venue sourcing, budget, invites, theme, supplier liaising and onsite support.

EXECUTIVE ASSISTANT DUTIES

Daily diary management of the UK Managing Director including but not limited to: booking internal and external meetings, booking restaurants/ accommodation, booking travel (cabs/flights)
Management of global board directors: Diary management for multiple board meetings, agendas, accommodation, international travel, itineries, welcome gifts.

SKILLS AND EXPERIENCE:
Office Management experience desirable
Confident and presentable
Experience in assisting with an Office Move preferable
Excellellent organisational and time management skills;
Good IT skills, including knowledge of a range of software packages;
The capacity to prioritise tasks and work under pressure;
Ability to liaise well with others and delegate tasks;
Strong oral and written communication skills;
Ability to work on your own initiative;
Attention to detail;
Flexibility and adaptability to changing workloads;
Problem-solving skills and project management ability.