We have created an opportunity for an experienced, dynamic and highly professional Office Manager & Personal Assistant to join our London office. This is a varied and challenging role supporting and developing the growth of our team and ensuring that the office runs smoothly by implementing and managing all the services and processes that support the core business.
This position is an all-round Office / Talent Manager role incorporating a mixture of talent management, operations, facilities, events, administration and PA duties.
The successful candidate will be an attentive and diligent individual who will act as a pivotal figure in ensuring the operations of our London offie run smoothly and efficiently. If you're ultra-organised, able to solve problems before they become problems and great at getting stuff done, this could be a brilliant, challenging and rewarding position. Exceptional organisational communication and interpersonal skills are necessary in order to succeed in this role which is likely to develop and expand as our new business grows.
Office Management:
First line responsibility for managing the building on a daily basis, liaising with our tenants upstairs, answering the phone, arranging cleaning, managing alarm systems, security, stationery, etc:
- Acting as the first point of contact for the office, meet & greet visitors, handle inbound calls and monitor inbound email enquiries
- Stock management of the office, including stationery equipment, furniture, IT equipment and kitchen consumables
- Taking ownership of keeping the office tidy and in order
- Managing our external building partnerships including our cleaners, facilities suppliers, fit-out contractors and liaising with our landlords
- Managing vendor contracts and the price negotiation process
- Managing the security of the office (access keys, fire drills and health and safety compliance)
- Managing Health and Safety procedures and documentation
- Ensuring a safe workplace by identifying and reporting hazards and taking corrective action
- Using your creative edge to ensure our office is the best possible environment for all our staff
Senior Management Executive Assistance:
Providing administrative support to the Senior Management Team as and when it is needed, including:
- Diaries and dealing with personal requests from time to time e.g. appointments, reservations, travel etc.
- Organising client entertainment
- Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
- Screening phone calls, enquiries and requests, and handling them when appropriate;
- Meeting and greeting visitors at all levels of seniority;
- Organising and maintaining diaries and making appointments;
- Liaising with clients, suppliers and other staff.
HR:
- Managing our HR system: Appogee
- Organising and running bi weekly Team Meetings
- Inducting new staff
- Coordinating team events including socials
- Developing Training Programme
- Staff Surveys and Reviews
- Supporting the process for developing and implementing company HR protocols and best practice
Any other such act or thing that could be reasonably expected of the Employee in the context of this agreement or that the Company may reasonably request of the Employee.
Experience and Skill Required:
- Outstanding organisational skills, with a flexible, can-do approach to working
- 2-3 years' of experience in office management or office administration
- Advanced MS Office skills, particularly Outlook, Windows, Word, PowerPoint and Excel
- A service first mentality, i.e. you enjoy supporting and helping others and take pride in getting stuff done for others
- Excellent attention to detail, i.e. you get things right the first-time round.
- Ability to prioritise and work to deadlines, i.e. you are able to manage and plan your workload to meet multiple deadlines without supervision.
- Able to build strong relationships with individuals, i.e. you are the go-to person when they need support or help
- Professional and able to maintain confidentiality
- Ability to work and operate effectively in a fast-paced environment
- Understanding of marketing landscape, particularly on digital and social platforms, a plus
- Bachelor’s Degree required
About BDB:
Billion Dollar Boy is a social media marketing agency setting a new standard for social communication. Founded in 2014, we are an independent agency that combines creativity and industry knowledge with proprietary technology to produce better content and achieve results. With offices in London and New York City, we merge British sensibility with a New York pace. As our global team of 45 continues to grow, we remain committed to adapting our strategies to keep pace with the speed of social communication as it continues to transform the marketing landscape.
Our Culture:
Values:
- Obsession with quality.
- Desire to innovate, learn and create.
- Commitment to combine creativity with data and technology.
- Passion for and Pride in everything we do.
We encourage employees to be open and confident and appreciate that every member of the team makes a vital difference.
Outside working hours we enjoy regular socials, team lunches and team building.
Holiday:
- 25 days annual leave
- x1 additional day of annual leave per year of service up to a max. of 5
- x5 days additional annual leave granted each third year of service – to be taken in that year
Additional perks:
- Free client product.
- Fully stocked kitchen / fridge (Coffee / Tea Machine, Milks, Fresh Fruit & Snacks).
- Flexible working – We offer our employees the opportunity to work ad hoc from a remote location if it makes their lives easier and simpler.
- Working in other offices – As a reward for great performance from time to time we send staff to work for a week in our New York office and vice versa.
- Training – We offer formal training for our employees. Employees are encouraged to suggest training that covers topics they would like to learn and this is carried out by external parties.
- Travel – We encourage travel to visit our international clients where appropriate.