Office Administration & Events Manager

Fullyvested; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading integrated communications agency in London seeks an Office Administration and Events Manager to create exceptional experiences for clients and team members. The role involves managing office operations, event planning, and ensuring a collaborative workplace culture. Candidates should demonstrate strong organizational skills and a proactive approach to problem-solving.

Qualifications

• Experience in agency, consultancy, or client management roles.
• Proven track record of enhancing client experiences.

Responsibilities

• Manage office space and ensure a welcoming environment.
• Coordinate events and logistics for various gatherings.
• Maintain supplier relationships for office services.

Skills

Organizational Skills

Problem Solving

Project Management

Customer Service

Job description

Role Overview

As the Office Administration and Events Manager, you are responsible for creating and delivering a first-class experience to our team, clients, and partners at Vested’s HQ in London. This role is pivotal to the successful running and future growth of the business by bringing a hospitality-centric approach to all of those who visit the Vested office. The role will partner with members across the leadership and marketing teams to ensure a consistently positive experience for internal and external stakeholders and guests. You will be part of a great team, within a collaborative, fast-paced and supportive environment.

Top Candidates for this role are people committed to providing a smooth operation of the Vested office space, and who are passionate about fostering a collaborative hybrid workplace culture.

The Ideal Candidate Will:

• Have experience working within an agency, consultancy, customer service or client management role, so you understand and love the challenge of delivering a “best-in-class” experience.

• Have experience managing office spaces, including day-to-day life, as well suppliers and vendors

• Have experience organizing and managing events within the office space

• Demonstrate executive presence while working with a wide range of guests from C-suite executives to staff members and third-party suppliers

• Be a capable project manager for all office-related needs (i.e. event planning, facilities management, supplier management)

• Have experience managing the complete responsibility for the style, neatness and appearance of the office through management of cleaning staff/suppliers, our landlord and more

• Be highly organised and detail-oriented

• Be proactive in managing their workload and approach to creating an exceptional experience for everybody within our space

• Demonstrate problem-solving and creative thinking with the ability to quickly pivot

• Have a proven track record of initiating and implementing creative improvements in a client experience and/or office manager role.

Office Administration & Facilities Responsibilities

• First point of contact for any guest or team member entering the building as well as providing service based on their needs (catering, technology, onwards travel support)

• Ensuring the office is professionally set up and set down. This will include a quality office check each morning and at the end of the day, taking into consideration the changing needs of the team and clients on different days and over time as our business evolves.

• Maintaining supplier relationships to ensure we get the professional product or services from our cleaning, catering, and maintenance teams and a competitive price

• Obtaining and maintaining all relevant health and safety certifications and ensuring the office space is compliant with health & safety legislation

• Managing the upkeep of equipment and supplies to meet health and safety standards

• Overseeing all building projects, general upkeep and renovations

• Managing office inventory at all levels (food, drinks, stationary supplies, bathroom supplies, as well as tracking client or guest preferences (from preferred drinks and snacks to birthdays and anniversaries)

• Scheduling routine inspections and emergency repairs

Events Management Responsibilities

• Acting as point of contact to manage bookings in the space across clients, visitors, candidates etc

• Support with in-person cultural moments for the team e.g. birthdays, engagements, promotions, team games nights etc

• Ensuring all employees, vendors, and visitors are in a safe and secure space where they feel welcome and well looked after

• Planning, project management and preparation for events physically held in the space from food and furniture, to swag and ensuring we have the team doing what we need on the day

• Overseeing all on-site logistics, and acting as the point person for events by physically attending and running the space during marketing events, client meetings and workshops and staff meetings, trainings and team updates

Due to the nature of the role, candidates are required to be on site at the Vested HQ Monday - Friday from 8 am to 5 pm. Additional hours may vary depending on events taking place. The office address is 82 Great Suffolk Street, London, SE1 0BE.

UK Sponsorship is not provided for this role.

Company Overview

Vested is an innovative and rapidly expanding integrated communications agency that specialises in serving the financial services industry. As one of the top 5 largest financial agencies globally, Group Vested encompasses a prestigious portfolio of companies, including the cutting-edge tech platform Qwoted, the marcomms networking community Financial Narrative, Vested Ventures (investment fund), Finance Studio (creative solutions), Red Lab (digital and dev studio), and more. With a diverse team of over 125 dedicated professionals across key locations such as New York, London, San Francisco, and beyond, Vested is reshaping the landscape of PR and Communications. Recognised as one of the industry's Best Places to Work in PR, our unwavering goal is to become the most valued and sought-after brand in financial communications. Join us as we lead the way in transforming the industry and delivering exceptional results for our clients.