Executive Assistant & Office Manager
Our modern world is increasingly influenced by international brands and global marketing campaigns. Consumers have access to a variety of media 24/7, and brands want to embrace this opportunity to reach their customers through different channels. That’s where Freedman comes in. Freedman is a global creative production company that helps brands connect with their customers across the globe. We create, produce and adapt multi-media campaigns across markets, languages and channels, including OOH, digital, TV, social, print, and more. With offices in London, New York and Sydney, and over 30 years’ experience, we pride ourselves on being an independent company helping disruptive brands achieve their global potential.
Freedman loves diverse, different and delightful people. You don’t have to be a certain type to fit. We embrace characters who bring something new and interesting, contributing to our international and eclectic blend of personalities. As the Executive Assistant & Office Manager, you are responsible for the day to day running of Freedman’s office. You work alongside the wider Operations function to manage the team’s daily activities, meet and greet clients and guests and be a friendly face around the office. You are a dependable and efficient member of the team, always ensuring a slick and efficient running of the office as well as the management of the CEO’s diary and affairs. You will need to be able to manage a hybrid way of working with team members working both remotely and in the office. This is a key role to ensure that the Freedman Family run like a well-oiled machine.
WHAT YOU’RE HERE TO DO
o Create a professional, positive and welcoming environment for our team members and guests visiting the London office.
o Managing day-to-day office operations to ensure that the office environment runs smoothly and in parallel with our company culture and business objectives.
o Ensure office areas are presentable and clean and all workstations are in working order.
o Liaising with IT should any equipment need replacing as well as the building management for any office repairs if required.
o All meeting room to be kept presentable and tidy and set up client and internal meeting refreshments, restock of the printer, send out any incoming and outgoing post via Royal Mail, create Spotify playlists, water office pot plants.
o Answering the office phone, taking and delivering messages to the relevant team members.
o Monitoring of the HR & Admin, Info and Office inboxes and dealing with any enquires in an swift and efficient manner.
o Ordering of office supplies including food, drinks, general stationery and monitor and restocking of the first aid kit.
o Franking machine maintenance and credit top up, organise month end staff drinks evening.
- Six Months:
o Organise with waste removal company for any excess furniture etc. to be disposed of, liaise with couriers for half year review and general maintenance and office decorations are rotated and revamped.
o Liaise with property management company and landlord as and when needed.
o Arrange and update seating plans and desk moves when necessary.
Social Staff Events:
o Organise the LDN fun run and arrange the summer and Christmas party.
o Arrange fun events for the office.
o Organise lunch and learn with Kevin Freedman for all permanent joiners. Update front desk security of new joiners and leavers.
o Attend fire warden training and organise first aid training.
o Recruitment: Liaise with hiring managers and interviewee groups to set up recruitment interviews.
o Inductions: New starter both permanent and contractors: Liaise with hiring manager to book the induction, confirm with HR which new starter forms need to be collected, hold induction meeting, take photograph of permanent employee, copy of passport and right to work documentation and certified that they are true originals, then update the employee checklist and distribute monthly to HR. Welcome pack is complete and sufficient coffee cards are in stock.
o Desk Assessments: Follow the desk assessment procedure and supply relevant equipment as required by the employee for both remote and in office team members.
o Training: Book training courses for staff member once approved by managers.
- Personal Assistant:
o Dealing with office requests via email in a timely manner.
o Booking meeting rooms for internal and external stakeholders or any other ad hoc meeting requests.
o Arranging any additional office workspace, couriers or taxis.
o Diary management for Kevin Freedman as well as management of his expenses and monthly report to Finance.
o Arrange flights, rail and accommodation for the wider agency request.
o Manage and organise team away days.
o Manage any other ad hoc requests.
Skills and experience we would like you to have:
- Strong interpersonal and communication skills, stakeholder management, relationship building and collaboration.
- Showcase the ability to think outside the box and be innovative.
- Able to work within given guidelines and proactively identify potential areas for improvement.
- Takes ownership of tasks, delivers to deadlines, and meets expectations.
- Understands and manages own workload and delivers to exceptional standards. Informs others before potential issues arise.
- Actively participates in wider agency initiatives.
- Keen to learn and able to accept feedback.
- Uses initiative to make informed decisions within guidelines. Knows when to make own decisions or seek guidance.
- Contributes and collaborates with other team members appreciating different personalities and strengths.