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.
Headstrong Corporation - 2 years ago
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