Executive Office Assistant

Foolproof; Greater London; On-site; GBP 23,000 - 32,000; Full time

Job summary

A collaborative design firm in Greater London is seeking an Office Assistant for a 12-month contract to oversee daily office tasks and enhance team engagement. The role involves maintaining office standards, managing supplies, and supporting social events. The ideal candidate is organized, flexible, and enthusiastic about creating a welcoming office atmosphere. Responsibilities include liaising with suppliers, ensuring compliance with health and safety, and being the first point of contact for staff and visitors.

Qualifications

• A warm and friendly demeanor to help maintain an inviting office environment.
• Proactive approach to solving colleague issues related to office maintenance.
• Ability to lead team-building activities and social events.
• Comfortable liaising with suppliers and contractors.

Responsibilities

• Act as the first point of contact for guests and staff.
• Maintain office standards and replenish supplies.
• Liaise with suppliers and contractors for office needs.
• Oversee office security and health compliance.
• Support organization of events and activities.
• Support with organisation of events and team activities; build engagement.
• Coordinate travel and hotel requests for the team with Front of House/EA.
• Assist with answering the main phone line.
• Support other Foolproof offices to stay aligned.

Skills

Effective communication

Self-motivation

Flexibility

Attention to detail

Multi-tasking skills

Team collaboration

Job description

• Position - 12 month contract (renewable)

We are looking for someone who is able to project a warm and friendly welcome into our space, whilst helping to keep our office running efficiently. The ideal candidate will be an organised individual who is a natural in putting staff and visitors at ease.

• Effective communication verbally and in writing.
• You embrace new and challenging situations.
• Self-motivation, flexibility and enthusiasm.
• Ability to plan ahead and set priorities appropriately.
• Strong attention to detail and multi-tasking skills.
• You have a positive attitude and strive to to build and develop good working relationships with colleagues and clients.

The role

The Office Assistant will work closely with the London Office Co-ordinator and be the first point of contact for our team and guests for all things office-related.

Aside from being resourceful, highly organised and always on top of things, we would like our candidates to be driven and motivated to move projects forward ensuring everyone involved is kept in the loop.

This role also requires someone who is happy to be an active participant in team building and to ‘lead the charge’ around building excitement and engagement in the Company’s social events.

As part of this you are specifically responsible for

• Maintaining existing standards and image of the office – this includes but is not limited to tea & coffee set ups/styling, sweet bowl replenishments, soft drink varieties and more.
• Office walkarounds- ensuring the office (studio, meeting rooms / labs, kitchen, breakout area, cupboards) are being properly maintained and replenished, putting these areas back to good order when needed.
• Proactive and reactive maintenance of office stock, equipment, and technology. Having your ear to the ground insofar as ‘quiet grumbles’ from your colleagues and ensuring the relevant teams that can help resolve those issues are informed (i.e. Helpdesk, handyman, Facilities Manager etc.) and remedial action taken.
• Liaising with suppliers and contractors – organising deliveries and sourcing new suppliers where needed. The Facilities Manager will need to sign off use of any purchase and onboarding of new vendors.
• Overseeing the office building and environment; security including alarm systems, door codes and office keys, Health and Safety including fire evacuation procedures and organising general office maintenance such as PAT testing.
• Supporting with organisation of events and coming up with new ideas for fun company-wide or office activities, Cake Fridays, away days, celebrations, after-work social events, etc.
• Working with the Front of House team and Executive Assistant to book travel and hotels requests for the team.
• Assisting with answering the main phone line.
• Helping and supporting other Foolproof offices, making sure they are all aligned.

Who we are

We design, engineer and optimise products and services that improve the lives of millions of people all over the world. With studios in the UK, Singapore, India and South Africa, we operate globally.

We imagine, create and deliver products and services rooted in genuine user needs. We also partner with our parent company Zensar, a leading digital and technology solutions provider. Together, we execute digital transformation programmes for major brands.