Overview
We’re looking for a confident, proactive, and highly organised Office Manager/Team PA to join our ambitious and fast-paced architectural lighting design practice based in London.
This evolving role requires a high level of organisation, flexibility, the ability to think on your feet, resourcefulness and problem solving skills. You will act as a responsible right-hand assistant for the whole office, coordinate extensive diary and travel for the management team, and provide seamless PA and administrative support on a daily basis. You will have a can-do attitude and an intelligent approach to your work, with a desire to make a difference. Fluent written and spoken English, high numeracy, excellent communication skills and common sense are important.
Key Responsibilities
* PA Duties
o For the Founder & Directors: complex diary and travel management; monitor emails and respond as necessary on their behalf; remind Directors of tasks, deadlines and meetings; assist with monthly timesheets and expenses; occasional out-of-hours support when the Founder works from the Dubai office; perform other ad-hoc duties as required.
* Across the entire team
o Act as the go-to person in the absence of any team member; liaise with clients and suppliers; arrange and book travel and accommodation; type, print and collate correspondence, presentations and other documentation; perform other ad-hoc duties as required.
o Maintain the smooth running and condition of the office, including:
+ Overseeing the upkeep and maintenance of the office space, coordinating repairs and renovations.
+ Managing relationships with suppliers for services like cleaning, security, and maintenance.
+ Ensuring compliance with health and safety regulations, conducting risk assessments, and managing emergency procedures.
+ Managing inventory of office supplies, stationery, and equipment, and coordinating orders.
o Greet and look after clients and suppliers; answer calls and take messages where applicable.
o Support the Operations Director with all office and IT operations; monitor and forward/respond to the @office email inboxes.
o Schedule weekly product presentations; maintain office databases and filing; ensure the office, meeting rooms and kitchen areas are kept tidy.
o Organise internal and external events.
* Marketing/PR Duties
o Provide support to in-house and external PR; assist with the production of articles and promotional material; organise project photo/video shoots; support the PR Manager with social media, online platform content and analytical reporting where needed.
* HR Duties
o Provide support to the Head of People, Culture and Engagement; assist with organising training sessions and employee development programs; assist with job postings, scheduling interviews, and preparing onboarding materials; maintain accurate employee records; assist with preparing and updating company policies and procedures.
Key Skills and Qualifications
* Excellent organisational and time management skills.
* Strong communication and interpersonal skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Experience with facilities management and vendor relationships.
* Ability to work independently and as part of a team.
* Proactive and solutions-oriented approach.
* Discretion and the ability to handle confidential information.
Benefits / Additional Information
* Hours: 9am – 5:30pm, Monday – Thursday with half-day Fridays 9am – 1pm.
* Office based in Waterloo, London.
* Subsidised gym membership; Cycle to Work Scheme; Travel Card Loans.
* Mental health and wellbeing support.
* 23 days annual leave, with additional days added after 3 years of service; Birthday Day Off.
* Regular socials.
This role would suit someone who has worked in a similar position before and thrives in a fast-paced, people-focused environment. You’ll be naturally confident, an extrovert who enjoys engaging with others and building relationships across all levels of the business. A strong communicator with a proactive and highly organised approach, you’ll be comfortable juggling priorities, staying calm under pressure, and bringing positive energy into the day-to-day running of the studio.
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