Office Manager with EA Support

Spin Master Games; Marlow; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global children's entertainment company in England is seeking an experienced Office Manager to oversee office operations, ensure compliance with health and safety policies, and provide administrative support to executives. Ideal candidates should have a minimum of 5 years of administrative experience, strong organizational skills, and proficiency in MS Office. This role offers growth opportunities and comprehensive benefits.

Benefits

Growth and Career Opportunities

Flexible Work Hours

Comprehensive Benefits

Other fun Perks!

Qualifications

• Minimum 5 years administrative experience; at least 2 years supporting VP level or above.
• Proficient with MS Office (Word, PowerPoint, Excel) and Outlook.
• Good organizational, time management and project coordination skills.

Responsibilities

• Ensure compliance with Fire and Health & Safety requirements.
• Manage the diary across multiple timezones and arrange appointments.
• Communicate weekly with the building landlord.

Skills

Administrative support

Organizational skills

Communication skills

Project coordination

Time management

Tools

MS Office

SAP

Job description

Overview

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, and is the global toy licensee for other popular properties. This is a 12-month contract for maternity cover.

Office Manager Responsibilities

Office Building Management

• Look after the wellbeing of staff onsite
• Ensure compliance with Fire and Health & Safety requirements; provide training to fire wardens and first aiders
• Carry out an annual Health & Safety refresher session for all employees
• Support planning and management of office renovations in the UK and assist with the design and building of new showrooms
• Communicate weekly with the 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 building safety checks are carried out by approved contractors (e.g., water testing, light testing, electrical testing, fire safety inspections, air conditioning servicing)
• Coordinate with the Property Manager to resolve ongoing property management needs
• Manage relations with the assigned Cleaning Contractor
• Perform daily inspections of Office Facilities and address issues related to cleaning and maintenance
• Assist with project management and coordinate with trades to complete building construction, fit-out, renovations, electrical or A/V upgrades, and furniture installations
• Maintain and manage subscriptions (e.g., TV license, music licensing, copyright license)
• Manage waste, disposal, and recycling procedures
• Oversee and collaborate with the Office Assistant to ensure smooth office operations and a safe environment
• Collaborate with Globe BID and local council on business park improvements and community support; attend BID Board meetings quarterly
• Ensure adherence to policies (e.g., visitor policy, safety policies)
• Be available as a point of contact during evenings by the 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
• Keep FHS documents and handbooks up to date; communicate FHS policies and legal requirements
• Report incidents monthly; ensure actions to prevent incidents are implemented
• Coordinate with building Security on FHS and First Aid, including fire alarm testing
• Manage relationships with 3rd party security and alarm vendors
• Manage, issue, and track staff passes for building access
• Coordinate with security staff about timekeeping and office opening hours
• Coordinate with Document Shredding Vendor to ensure confidential document security
• Conduct FHS and First Aid inductions for new staff

Administration

• Set up suppliers in SAP or other systems following internal processes
• Regularly update documents such as Parking charts and manage ANPR systems
• Assist with organising team building days, social events, charity initiatives, fundraising and donations

Executive Assistant Responsibilities

• Manage the diary across multiple timezones, arrange appointments, hospitality, hotels, transport, visas and meeting rooms; coordinate itineraries for international travel and prepare materials for meetings
• Handle incoming/outgoing correspondence and respond to general inquiries
• Assist in developing and maintaining administration systems for the SVP
• Assist in managing the team, including vacation requests, expenses and approvals
• Prepare materials for executives in advance of meetings and presentations
• Collaborate with other assistants to manage the executive
• Custodian of corporate documents and records; liaison with vendors/customers/partners
• Additional duties as assigned (e.g., EU Business Reviews, Team meetings, Director+ Meetings and 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 an annual planning calendar for executives, including key events, meetings and travel
• Coordinate international attendance and hotel rooming lists for large events to obtain Executive approval

What are your skills and experience?

• Minimum 5 years administrative 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 external and internal relationships
• Good organizational, time management and project coordination skills
• Ability to handle multiple tasks, prioritize high-volume workload and meet deadlines
• Good attention to detail and follow-through
• Team player, able to delegate and collaborate
• Good judgment; able to handle confidential and sensitive issues
• Flexible; comfortable supporting unpredictable projects and schedules
• Strong written and verbal communication skills
• Results- and detail-driven; proactive with high energy

#Spinmaster #Toys

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 that offers opportunities for impactful decision-making; while our challenging startup-like atmosphere isn’t for everyone, there are opportunities for advancement and internal transfers for our passionate and results-driven team.

Everyone is welcome in our sandbox and Spin Master is committed to an accessible and inclusive hiring process with reasonable accommodations. For accommodation requests, contact our Talent Acquisition team at [e-mail].

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

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