Assistant to Vice President / Receptionist (London)
Headstrong Corporation - London

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Job Purpose/Summary:
To serve as the Receptionist, Office Assistant, and direct support for the Vice President of the London office.

Key Responsibilities/Accountabilities:
1. Assistant to the Vice President (and the Team)

  • Organising the VP’s Diary i.e Arranging Meetings (internal and external),and travel arrangements, booking taxis or couriers, reconciling expenses
  • Take minutes of meetings
  • Setup video conferences
  • Write letters and emails on behalf of the VP and the facilities department
  • Make and take calls on behalf of the VP and the team
  • Process invoices
  • Arrange for any repairs within the building
  • Assist the HR Manager with New Joiners and general HR queries
  • To compiling data and to send a monthly telecoms report and a yearly facilities report
  • To ensure the office is kept to an organised and high standard for team members
  • To log problems with IT, and to aid the assistance of resolving the issue
  • Responsible for ordering laptops and mobile phone for existing or new employees
  • To liaise with Technology in regards to any technical problems and new orders –
  • R esponsible for the post and Inventory management
2. Telephonist duties, this includes: -
Handling all incoming calls on the Switchboard. Connect / re-direct / screen calls.

3. Receptionist duties, this includes: -
Maintain the reception area, greet & deal with all visitors / clients. Liaise with internal hosts, landlord reception & security. Maintain reception area equipment & ensure that adequate supplies are ordered.

4. Conference Organiser for external events
  • To be the SPOC to liaise with third party vendors to book an exhibition space or a conference room - negotiating the best price
  • To liaise with staff on security and equipment
  • To booking and arranging shipment of materials
  • To work with the Marketing Department to create the Marketing Material i.e to design the wordings for the invitations
  • To compile and negotiating offers for Headstrong promotional Give-aways
  • Select the most effective marketing material to be represented at the exhibitions
  • Beable to work to a tight schedule – ensuring all materials, stall equipment is submitted on the day
  • If required to book accommodation for overseas colleagues
5. Event Organiser for Internal Events
  • SPOC in arranging the venue, being able to negotiate a cheaper rate which will successfully bring the price down for the overall event
  • SPOC in respect of the chosen venue, caterer, photographer and any other third party vendor.
  • To ensure the conference rooms are prepared in time for each function, including:-
liaise with third parties to ensure that the rooms are kept neat & tidy
  • To selecting the appropriate presentation space
  • To create the schedule and itinerary for the day
  • To decide the Menu’s
  • Generate the wording for the signage
  • To ensure that the layout of the room(s) is appropriate for each function type
  • To booking taxi’s for Clients to the Venue
  • To organise an evening function i.e Booking restaurants for the evening meal
  • Responsible for the invoices for all the internal events
6. The jobholder may cover / have an involvement with the following items: -
  • Liaison & support to landlord, third party contractors & other tenants
  • Tea & coffee for 'waiting' clients & visitors
  • Ad hoc photocopying duties for clients & visitors
  • Liaising with the India and New York Offices regarding facilities
  • Other relevant tasks as directed by the immediate Supervisor, Head of Facilities Management and General Management.