Office Assistant

Inspiring Interns; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A company in the sports sector is seeking an Admin / Office Manager based in London. The successful candidate will manage reception, coordinate office maintenance, and assist with various projects. Excellent time management and communication skills, along with proficiency in MS Office, are essential. This role requires flexibility and discretion in a dynamic environment.

Qualifications

• Experience handling front of house duties and office administration.
• Strong communication skills to work with diverse teams.
• Ability to manage time effectively and meet deadlines.

Responsibilities

• Manage reception and guest interactions.
• Coordinate office maintenance and manage supplies.
• Handle travel arrangements for staff.

Skills

Discretion

Effective communication

Time management

Multi-tasking and prioritisation

Calm under pressure

Experience with MS Office

Job description

Overview

Operations, Customer Services, Admin / Office Manager role. The company represents world-class sporting talent and works in Sponsorship to audit, develop and enhance sponsorship propositions and brand partnerships. This role primarily supports the efficient operations of the office environment and works across a diverse set of tasks daily. Given the variety of the role, flexibility, advance planning, keen organisation and sharp attention to detail are essential. At times, you may be required to work outside of normal office hours and handle confidential and time-sensitive material.

Responsibilities

• Front of House duties: meet & greet guests; manage reception calls, mail/packages and office supplies; manage Artist fan mail; arrange courier collection & posting; arrange ground transport for staff; prepare boardroom for meetings; maintain a tidy and organised office workspace.
• Manage daily UK & USA Music Charts.
• Assist with the Warehouse Project: organise & catalogue items; and database work.
• Assist HR & Ops Manager and Personal Finance & Ops Manager: coordination of office maintenance; monitoring utility accounts & sending invoices for records and/or payment to the accountant; taxing company vehicles.
• When required, assist with coordination of various projects & suppliers; organise office social events; daily admin and maintain files & records.
• Assist with Telecoms & IT: provide support to staff when required; troubleshoot issues with service providers, order & onboard new equipment.
• Assist with Office Security: manage office keys; Keyholders and general maintenance of security/alarm system.
• Day-to-day management of Office Cleaning: consult with cleaning company; monitor standards; manage & order supplies when required.
• Booking travel arrangements for office & house staff: flights, hotels & accommodation when required.
• Support EA to Principals and EA to Chief of Staff with various tasks including gift arrangements for birthdays & Christmas and ad hoc tasks.
• Provide holiday cover for EA to COO.
• Provide support, perform general admin duties and ad hoc requests for the wider team.

Skills and Experience

• Discretion.
• Clear and effective communication skills (both written & verbal).
• Excellent time management skills.
• Ability to multi-task and prioritise work, anticipate problems before they arise and work both independently and with the team to find solutions.
• Ability to work in a fast-paced environment with an organised, methodical and calm approach.
• Ability to operate in a dynamic, constantly evolving environment.
• Experience with MS Office (Outlook, Teams, Excel, Word, PowerPoint) and Zoom (booking, circulating, hosting and recording).