This is an exciting opportunity to work in a vibrant agency environment and take on a key role within the Operations Team in a growing business. As Office Assistant, you will assist the Office Manager and perform general administrative tasks to ensure all aspects of the office run smoothly.
You will manage the office front of house, answer phones and greet guests coming into the office. This will include looking after meeting room bookings, setting up and clearing meeting rooms, arranging couriers, sorting post, keeping the kitchen and reception area tidy and other tasks as requested.
You will be responsible for ordering kitchen supplies, catering and stationery, managing media subscriptions, liaising with suppliers where necessary, and assisting with events (staff socials including regular employee drinks, plus occasional client events). You will also be responsible for keeping the office and kitchen areas clean and tidy and running errands.
The Office Assistant will also oversee the day-to-day equipment needs for the team, including laptops, mobile phones and headsets and assist with on-boarding new joiners.
As one of the Operations team, you will be required to assist with general business support as necessary, and to provide cover for the Office Manager when on leave.
As well as these tasks, there is an opportunity to work closely with the team of Analysts and Consultants on client business to provide administrative support including booking meeting rooms and restaurants, and helping with organising events.
Attributes of a Hawthorn employee
•A self-starter with a desire to make things happen – focused on delivering positive change, both internally and externally for the team and for clients
•A team player who is always on hand to support colleagues at all levels in the business
•Energetic, hardworking and excited by the challenge of a fast-growing company
•Able to work on several projects simultaneously and enjoy the challenge of no day being quite the same
•Passionate about helping colleagues to thrive and achieve their potential
Duties
•Provide support to the Office Manager
•Provide support to the wider Hawthorn team as required including booking restaurants and travel, and assisting with events
•Ordering stationery and kitchen supplies for the office
•Issuing equipment to the team and keeping equipment log up-to-date
•Answering phones, managing post, booking couriers
•Provide professional and friendly greetings to guests and callers
•Keeping the reception area and the general office clean and tidy
•Assisting with onboarding new joiners
•Assisting with printing and binding presentations and other documents
•Manage meeting room bookings and arrange meetings, setting up meeting rooms and clearing afterwards, trouble-shooting technical issues should they arise
•Manage purchases for hospitality and entertainment
•Update databases as necessary
•Assist with organising the social calendar of events for staff
•There is also the opportunity to assist in the internship recruitment process and our outreach initiatives
Competencies
•Good organisational skills and high level of common sense
•Polite and professional manner at all times
•Calm under pressure
•A ‘can do’ attitude and willingness to learn and develop
•Strong verbal and written communications skills
•Flexible attitude to adapt to requirements as they crop up and willingness to ‘muck in’
•Good ability with Word, Excel and PowerPoint
Our benefits
We offer competitive salaries that fully reflect your skills and experience, and benefits that support your mental, physical, financial, and social wellbeing, including:
•Benefits including pension, salary exchange, nursery salary sacrifice scheme, medical and life insurance, plus cycle to work and technology schemes.
•Time-off including annual, parental, sabbatical, and volunteering leave.
•25 days annual leave in year one, 26 days thereafter.
•Annual charity day where an employee can volunteer their time to a chosen charity of their choice
•A continuous learning culture to support your growth and tailored training opportunities.
•Proactive wellbeing support including our Employee Assistance Programme (EAP), sick leave provision, and mental health first-aiders,
•Office perks including breakfasts, lunches, snacks and drinks
•A packed social calendar which includes sports and cultural activities, charity bike rides, plus not-to-be missed summer and Christmas parties each year.
To apply for this role please click on the Start application button, you will then be asked to submit a CV and a cover letter of no more than 500 words which answers each of the following questions:
·How would you handle a situation where two managers give you competing, but equally important tasks?
Please give an example of when you identified a need and proposed a solution to resolve this
Describe a time where you were part of a team and what role you played
Applications without a cover letter will not be considered.
