JOB DESCRIPTION
Description
Our client a global tech company is looking for a temporary Team Assistant to help support the Operations team in London.
Team Assistant/Office Manager – Paddington
Contract position
Responsibilities
Office management
• Work with the Head of Operations to maintain a dynamic team environment and create a space for an exceptional employee experience
Cross-Functional Collaboration and Communication
• Proactively drives communication and liaises between executives, central teams, and other business partners to share information and best practices that drive efficiency.
• Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.
• Communicates with executive maturity to external partners/audiences and third parties.
• Represents and acts as extension of manager's/team's brand and core values.
Travel Management
• Coordinate travel arrangements (, accommodations, transportation, security) for manager(s) and team.
• Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
• Manages all travel logistics and maximizes trip itineraries.
• Acts as a stand-by resource and ensures availability for varying manager needs/time zones to address issues/escalations during business travel.
• Maintains availability and acts with urgency to address travel changes as they arise.
• Drives proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
• Ensures required documents (, visas, passports, immunization records) are obtained for international travel.
• Disseminates and enforces travel policies and expectations.
• May accompany leaders on business trips (, Meet Ups) to provide onsite support.
Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)
• Owns expense management including documentation (, purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• Oversees supply management and planning and promotes compliance with supply management policies and procedures within an organization.
• Workes with Head of Operations to manage discretionary budget tracking (, morale, hardware, supplies) and reporting.
• Identifies and resolves expense and supply related issues (, missing purchase orders [POs], account imbalances) by communicating with senior leaders and Finance as applicable.
• May perform vendor and supplier management, including ensuring they are set up for financial processing.
• Partners with finance at a high level on all aspects of budgets, headcount and policies, including assisting with annual budget planning by consolidating team requests and prioritizing funding.
Calendar Management and Meeting Logistics
• Provides strategic calendar management and time planning support for manager(s) and team
• Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager and business needs.
• Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff.
• Leads and owns decision making processes in close partnership with peers and stakeholders (, Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support.
• Exercises a sense of priority and awareness for high impact meetings, and urgent business needs, and ensures follow-up. Proactively engages with leader and key stakeholders/business partners (, Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed. Manages ambiguity and remains calm in stressful situations.
Event Coordination and Logistics
• Works with the wider EA team to manage, plan, and develop events.
• Takes responsibility for event outcomes and demonstrates executive presence.
• Partners with management to understand event aspirations and target goals.
• Develops and leverages resources for reuse to drive efficiency.
• Contributes to development of workback schedule, promotion, and necessary checkpoints.
Project Ownership
• Balances multiple complex projects and timelines end to end while maintaining executional and operational excellence within the division and across business groups.
• Provides operations and project management support to Senior Leadership.
• Takes accountability for project outcomes and drives stakeholder accountability.
• Identifies and provides insights regarding risks and challenges related to projects across the company, and communicates these to executives, partners, and key stakeholders.
• Streamlines processes, leverages best practices, provides process improvements, and adjusts as needed.
• Delegates project tasks to Business Support team members and drives accountability of others.
• Leads efforts to determine measurable success of projects at their conclusion.
Space Management and Planning
• Works with the Head of Operations to oversee space-management processes and team spaces (, office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), cascading space management vision to fellow team members.
• Works with Head of Operations to oversee and streamline group moves.
• Works with Head of Operations to address and resolve high-level space escalations/requests.
Team Management Support (Headcount Management, Recruitment, Onboarding/Offboarding)
• Leads team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process.
• Creates committees to promote team experiences.
• Works with Head of Operations to land and delegate onboarding activities (, ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information.
• Works with Head of Operations to connect new hires with the right stakeholders.
• Provides high-level support for a seamless executive onboarding experience.
• Lands and manages headcount management activities in collaboration with Works with Head of Operations to include transfers/departures, reporting, offboarding, and transactions within headcount management tools. Identifies areas of improvements and updates for relevant headcount management systems.
Required qualifications
• 5 -7 years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper-level management.
• Passionate about creating an excellent office experience.
• Experience managing a team with dual accountability.
• Proactive and collaborative mindset demonstrating complete ownership of their areas.
• Comfortable working from the office 3/4 days a week
Skills
1. Administration
2. Event management
3. Office management
4. Administrative support
5. calendar management
Employee Value Proposition
global company
Job Title: Office Manager
Location: London, UK
Job Type: Contract
Trading as Aston Carter. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. 2876353. Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Aston Carter is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at
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