Job Description

The role will foster a vibrant, efficient, office environment, supporting creativity and innovation.

• Ensure the day-to-day running of the Office, including management of suppliers and contractors (cleaners, maintenance etc.) receiving and dispatching post/deliveries and ensuring the space always achieves high operational and presentational standards.
• They will ensure the smooth running of IT and technology for meetings (including Board and Exec team meetings), the cleanliness and tidiness of meeting facilities and communal spaces, and running/stocking the kitchen and office facilities.
• This person will act as the principal estates point of contact and support incident response for the office when things don’t go to plan.
• Working with the Workplace Management Team and Communications Management Team to ensure all change is seamlessly delivered within the workplace from a user perspective and ensure collaboration with key delivery partners (IT, Security, H&S etc.)
• Demonstrate financial awareness, support with admin as well as operational cost control/data requirements.
• Co-ordinate and proactively manage the diary of key members of Comms Leadership Team as well as General administration to support the Communications Function including ad-hoc travel/expenses/room booking support.
• Administrative duties for Communication Directors including expenses claims and coordinating regular and complex travel itineraries including transport, accommodation, visa requirements etc.
• Coordinating and integrating activities and projects from across the function – ensuring efficiency and awareness of current and upcoming workload – bringing together the various teams that make up the Global Communications Team.
• Manage meetings: preparing reports, presentations and dashboards – sometimes at short notice.
• Booking rooms and venues as well as recording and communicating minutes and actions where required.
• Managing high volume inboxes by prioritizing enquires, responding where appropriate and taking appropriate action.
• Coordinate global inductions for new starters, including procurement of IT equipment for new starters and visitors.
• Setting up suppliers and ensuring the prompt payment of including liaison with the accounts team.
• Undertake additional and or other responsibilities to meet business requirements.

Benefits

• 27 days holiday (plus statutory bank holidays )
• Pension scheme
• Performance related bonus
• Life assurance
• Sports Centre
• Free on-site parking
• Free lunches and hot drinks
• Discounts on Dyson machines
• Free Hair Salon
• Concierge service
• Electric vehicle lease scheme

Required Knowledge, Skills, and Abilities

• Manage multiple tasks and shifting priorities. Analytical thinker, organized and methodical
• Exceptional organizational skills and ability to work under pressure
• Be willing to tackle any challenge, juggle priorities and time constraints, and meet fluctuating deadlines
• Strong IT skills to include MS Word, Excel and PowerPoint (intermediate level)
• Show the utmost discretion and professionalism at all times
• Excellent verbal & written communication skills
• Able to priorities high workload volumes and multitask where necessary
• Drive and enthusiasm to succeed and improve
• Strong team player but with the ability to work independently
• Ability to build and maintain relationships and display professionalism in order to gain stakeholder confidence.
• Experienced Coordinator
• Experience in managing, coordinating and administering teams and senior leaders
• Experience in working within a project team
• Previous experience in a similar environment and/or facility service
• Self-motivated and able to work on own initiative within a team environment
• Good IT skills – proficiency with Microsoft package software
• Decisive and willingness to show initiative
• Working knowledge of Health & Safety practices
• Strong administrator skills and experience in collating data in a reporting format