Office Manager with EA Support

Spin Master Games; Marlow; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading global children's entertainment company in Marlow is seeking an Office Manager for a 12-month maternity cover contract. This role involves managing office functions, ensuring compliance with safety standards, and providing executive support. Ideal candidates will have significant administration experience, strong organizational skills, and the ability to handle multiple tasks. This position offers full-time hours with opportunities for growth and a collaborative work environment.

Benefits

Growth and Career Opportunities

Flexible Work Hours

Comprehensive Benefits

Innovation, Collaboration, and Fun

Qualifications

• Minimum 5 years administration experience; at least 2 years supporting VP level or above.
• Strong organizational, time management and project coordination skills.
• Ability to work under pressure, independently and in a team.

Responsibilities

• Manage diary across multiple time zones, arrange appointments, and hospitality.
• Oversee and collaborate with Office Assistant to ensure smooth running.
• Ensure the company adheres to Fire and Health Safety requirements.

Skills

Organization

Communication

Time management

Project coordination

Flexibility

Tools

MS Office

SAP

Job description

Overview

1 month ago Be among the first 25 applicants

Job Description: If you are a current Spin Master employee with access to Workday, apply to this job via the Workday application.

Are you a kid at heart looking to build a career with a leading global children's toy, entertainment and digital gaming company? Spin Master is a leading global children's entertainment company, creating exceptional play experiences through its three creative centres: Toys, Entertainment and Digital Games. With distribution in over 100 countries, Spin Master is known for brands such as PAW Patrol®, Bakugan®, Kinetic Sand®, Air Hogs®, Hatchimals®, Rubik’s Cube® and GUND®. It is the global toy licensee for other popular properties.

Note: This is a 12-month contract for maternity cover.

What will you work on?

The Office Manager will manage and maintain the office structure and functions. The ideal candidate is an independent thinker who can make good judgments and manage unpredictable situations. The candidate must be well organized, efficient, resourceful, adaptable and have a positive service attitude. The candidate should be highly flexible and able to work independently with minimal supervision. The candidate supports occasional EA duties to a senior Executive in a fast-paced position that requires a strong work ethic and the ability to juggle multiple complex projects.

Office Manager Responsibilities

Office Building Management

• Look after the wellbeing of staff onsite
• Ensure the company adheres to Fire and Health Safety requirements and provide appropriate training to fire wardens and first aiders
• Carry out an annual Health Safety refresher session for all employees
• Plan and manage office renovations in the UK where required and support the design and building of new showrooms
• Liaise weekly with building landlord about contractors, cleaning, safety measures, parking etc.
• Manage office maintenance with contractors and deliveries, e.g.: weekly food orders and deliveries, plant maintenance
• Ensure all building safety checks are carried out by an approved contractor as required (water testing, light testing, electrical testing, fire safety inspections, air conditioning servicing, etc.)
• Manage day-to-day communication with the Property Manager and follow up to resolve property management requirements
• Manage the ongoing relationship with the Cleaning Contractor
• Perform daily inspection of Office Facilities and address cleaning/maintenance issues
• Assist with project management and coordinate with Trades to ensure completion of building construction, fit-ups, renovations, electrical or AV upgrades and furniture purchases/ installations
• Maintain and manage subscriptions (e.g., TV license, music licensing, copyright license)
• Maintain waste disposal and recycling facilities/procedures
• Oversee and collaborate with Office Assistant to ensure smooth running and safe environment
• Collaborate with Globe BID and local council on business park improvements and community support; attend BID Board meetings quarterly
• Ensure policies are adhered to (visitor policy, safety policies, etc.)
• Be available as a point of contact during the evening by security company

Security

• Ensure Spin Master facilities are secure and safe at all times
• Carry out risk assessments and ensure personal risk assessments for Fire, Health Safety and First Aid compliance; conduct onsite audits for FHS
• Keep notices, documents, and handbooks up to date; communicate applicable FHS policies, procedures and legal requirements
• Report incidents monthly for global consolidation of incident reporting and ensure actions are implemented
• Liaise with building Security regarding FHS and First Aid, including fire alarm testing
• Manage relationship with 3rd party security and alarm vendor
• Manage, issue, and track staff passes for building access
• Liaise with security staff about timekeeping and office opening hours
• Manage relationship with Document Shredding Vendor and ensure confidential document security through shredding
• Carry out FHS and First Aid inductions for new staff

Administration

• Ensure all necessary suppliers are set up in SAP or other systems, following internal processes and approvals
• Regularly update and manage documents such as Parking chart and ANPR system
• Support with organizing team-building days, social events, charity initiatives, fundraising and donations

Executive Assistant Responsibilities

• Manage diary across multiple time zones, arrange appointments, hospitality, hotels, transport, visas and meeting rooms; arrange itineraries for international travel and prepare meeting materials in advance
• Manage incoming/outgoing correspondence and respond to general inquiries
• Develop and maintain administration systems for SVP access to information
• Assist in team management including vacation requests, expenses and approvals
• Prepare materials for executive meetings and presentations
• Collaborate with other assistants to manage the executive
• Custodian of corporate documents and records
• Liaise with vendors/customers/partners
• Additional duties as assigned (EU Business Reviews, Team meetings, Director+ Meetings, Townhalls)
• EU Business Reviews: arrange agenda, attendance, venue, IT, travel, accommodation and hospitality
• Plan and coordinate Executive visits to the UK office
• Plan and track annual travel and event budgets
• Provide personnel and administrative support for business and personal matters
• Create and maintain an annual planning calendar for the executive
• Coordinate international attendance and hotel rooming lists for large events

What are your skills and experience?

• Minimum 5 years administration experience; at least 2 years supporting VP level or above
• Proficient with MS Office (Word, PowerPoint, Excel) and Outlook
• Demonstrated organization, planning and communication skills
• Ability to work under pressure, independently and in a team
• Ability to build and maintain relationships externally and internally
• Strong organizational, time management and project coordination skills
• Ability to handle multiple tasks, prioritize high-volume workload and meet deadlines
• Attention to detail and follow-through
• Team player; able to delegate
• Good judgment; able to handle confidential issues
• Flexible; able to support unpredictable projects
• Strong oral and written communication skills
• Result- and detail-driven
• Creative, proactive with high energy

We do appreciate all interest; however only those selected for interview will be contacted.

What You Can Expect From Us

Our mission is to Make Life More Fun with a vision to push the boundaries of innovation, creativity, and fun.

• Growth and Career Opportunities
• Flexible Work Hours
• Innovation, Collaboration and Fun
• Comprehensive Benefits
• Other fun Perks!

What’s it like to work here?

Spin Master is a fast-paced, hands-on organization with opportunities for impactful decision-making; we have a track record of opportunities for advancement and internal transfers for a driven team. Spin Master is committed to an accessible and inclusive hiring process and providing reasonable accommodations to applicants. If you require an accommodation, contact our Talent Acquisition team at [e-mail].

We appreciate all interest; however only those selected for interview will be contacted.

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Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Manufacturing

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