Office Administrative Assistant

Hello.

We Are DesignScene.

DesignScene is an international creative production agency with offices in London, New York, Las Vegas and Singapore. We craft design-led events and experiential marketing campaigns for brands worldwide.

Our focus is creativity with a practical head – we offer creative solutions for our clients that fit within budget and within brief and are always looking to push creative boundaries, try new products, processes and materials and create industry talking points

Projects include brand activations, exhibitions, launches, experiential, pop-ups, gala dinners and high-end private events in the UK, US and Europe

Our team is made up of a group of 23 hardworking, insightful, creative and fun professionals ranging from 3D, graphic and video designers and project managers. Our head office is in Farringdon, London.

We are looking for a London based Office Administrative Assistant who can bring experience and qualities to enhance our already talented team working efficiently across multiple projects and time zones.

Overview

What is the purpose of the job?

·       Ensure effective management of the London office

·       Support the wider team with all administrative tasks

·       Ensure high standards are maintained in the office environment at all times

The DesignScene values that we look for are:

·       Confident

·       Creative

·       Innovative

·       Collaborative

Sound like you? Get in touch!

Location: London – Farringdon

Employment Type: Permanent

Hybrid: 3 days in the office per week, Tue,Wed,Thur with Mon and Fri Working From Home

What do you have to achieve?

·       Ensure office standards are maintained – cleaning, consumables etc

·       Ensure telephone and communication systems are appropriate and function effectively

·       Set up, participate in and minute meetings and cascade information in a timely fashion

·       Accurate collation and storage of business-critical documentation

·       Ensure all administrative tasks are carried out in a timely manner

·       Efficient working across international teams (UK and USA DesignScene team)

Job Activities – what do you have to do?

General Administrative Support

• Manage office correspondence, including emails, phone calls, and mail
• Maintain organised filing systems
• Order and manage office supplies and equipment

·       Arrange couriers and shipping of items as required

·       Admin of Microsoft, Slack, Dropbox, Google Drive and other software subscriptions

Scheduling & Coordination

• Schedule and coordinate meetings, appointments, Interviews and events
• Arrange travel plans, accommodations, and itineraries as needed
• Prepare agendas for weekly, monthly and quarterly team meetings

Data Management & Reporting

• Enter and update data in databases or spreadsheets i.e. inventory of technical equipment and mobile phones owned and used in DesignScene
• Prepare reports, spreadsheets, and summaries as needed
• Work with the leadership team to ensure day to day diary management is achieved
• Maintain records of expenses, invoices, and budgets

Customer & Client Interaction

• Greet and assist visitors, clients, and freelancers
• Respond to inquiries and provide necessary information
• Maintain positive relationships with clients, vendors, and stakeholders

Office Operations & Support

• Assist in maintaining office policies and procedures

·       Weekly ordering of food and consumables used in office

• Coordinate with IT, HR, and other departments for office needs

·       Manage office servicing companies – cleaner, photocopier, air-con, water supply etc

·       Ensure the office environment is clean, organised, and functional

Confidentiality & Compliance

• Handle sensitive information with discretion
• Ensure company policies and procedures are followed
• Assist with HR tasks like onboarding new employees or maintaining personnel records (if required)

What are the skills required?

·       Clear communication skills with the team and suppliers

·       Good planning and organising skills

·       A flexible approach with the ability to multitask

·       Time management skills

·       Quick thinking, intuitive and analytical

·       Work under pressure and deal with ambiguity

·       Attention to detail

What technical knowledge do you need?

·       Competent use of Microsoft Office Word, Excel, Outlook, PowerPoint, Apple Keynote and Cloud Computing applications

·       Quick learning skills for our other platforms such as Slack, Dropbox, Airtable, Google Drive, Procim, etc

·       Previous Admin Assistant or Office Manager experience

·       Knowledge or travel planning - helpful