Office Assistant

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

Job summary

A leading internship provider in the Greater London area is seeking a proactive Office Administrator to manage reception duties, assist with daily music charts, and support various office projects. The ideal candidate should have strong communication and time management skills, the ability to multi-task, and experience with MS Office and Zoom. This role requires discretion and an adaptable attitude within a dynamic environment, offering opportunities to contribute to office organisation and team support.

Qualifications

• Discretion in handling sensitive information.
• Clear communication skills, both written and verbal.
• Excellent time management for scheduling and task completion.

Responsibilities

• Manage reception calls and maintain office supplies.
• Assist with daily music charts in the UK and USA.
• Organise and catalogue warehouse items and database work.
• Support office maintenance and monitor utility accounts.
• Troubleshoot IT issues and manage office security.
• Consult with cleaning company and order supplies as needed.
• Book travel arrangements for staff as required.
• Provide general admin support for the wider team.

Skills

Discretion

Effective communication skills

Time management

Multi-tasking and prioritisation

Ability to work independently and in a team

Fast-paced adaptability

MS Office proficiency

Zoom experience

Job description

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.
• 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. 1
• Provide support, perform general admin duties and ad hoc requests for the wider team. Knowledge,

When required assist with the coordination of various projects & suppliers; organise office social events; daily admin and maintain files & records.

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).