Responsibilities:

• Serve as administrative point person for general office inquiries and general administrative functions.
• Ensure the office is appropriately furnished and decorated, and oversee the installation and upkeep of furniture, signage, art, plants, and other decor.
• Log maintenance calls with office management contractors / building management and follow incidents through until completion.
• Partner with 3rd party vendors, interior designers, and our office space management company on enforcing a fun and creative physical work environment.
• Work with internal operations assistants and external suppliers to ensure the office is clean and presentable on a daily basis.
• Work with IT to ensure offices are properly equipped with printers, copiers, faxes, and other shared office equipment, ensuring operations teams keep these stocked.
• Support the HR team with various administrative responsibilities & projects such as; onboarding, engagement & wellbeing and interview coordination.
• Be the main point of contact for building managers and security.
• Manage procurement of security services, office supplies, groceries, furniture, equipment, stationary etc.
• Be creative with office snacks, breakfast options and facilitate agency (and inter agency) lunches, breakfasts etc. This includes catering for meetings/training.
• Ensure reception and operations staff manage day to day duties including cleaning, hospitality duties (i.e. tea/coffee making for clients and employees) helping with booking conference rooms; etc with the same enthusiasm as every other duty/responsibility.
• Provide staff with training on office etiquette, hospitality and service, health and safety, and emergency and fire evacuation procedures.
• Coordinate office moves/reorganisation and set up of workstations and materials.
• Office vacation calendar maintenance and coordination in collaboration with HR.
• Support office wide events (i.e. conferences, client events, Christmas party, team building initiatives) with planning and coordination.
• Coordinate with regional markets to ensure policies and programmes are localised, implemented and supported.

Person Specification:

What you will need to Succeed:

• Previous experience in administrative support role.
• Experience in an advertising / media / creative office environment a plus
• Self-starter, identifies issues and proposes resolutions
• Decisiveness, ability to manage high volume workload and make decisions quickly in service to office leadership goals
• Ability to work with multiple constituents and work with various leaders to prioritise projects
• Strong organisation and execution skills
• Familiar with project management a plus
• Strong customer service skills and ability to structure plans and execute even with ambiguity
• Excellent professional writing and communication ability
• Ability to work with a diverse and large group of creative professionals
• Must be detail oriented and highly organised with an unmatched ability to multi-task
• Expert computer skills; Microsoft Office Suite—Word, Excel, PowerPoint, Outlook