Operations Assistant

The William Reed Group; Gatwick; Hybrid; GBP 24,000 - 30,000; Full time

Job summary

A leading gastronomy company is seeking an Operations Assistant to support coordination of operational tasks. This full-time, permanent role requires strong organizational and administrative skills, attention to detail, and the ability to work collaboratively. The position offers hybrid working opportunities and includes various employee benefits, emphasizing a supportive work environment.

Benefits

25 days annual leave

Cultural celebration day

Volunteer day

Hybrid working opportunity

Contributory Pension

Life Assurance Scheme

Wellbeing benefits

Qualifications

• Previous administration experience in a fast-paced environment.
• Excellent time management and organizational skills.
• Strong attention to detail and ability to meet deadlines.
• Enthusiastic, self-motivated, and proactive.

Responsibilities

• Act as a point of contact for stakeholders and manage enquiries.
• Setup and attend meetings, taking detailed minutes.
• Raise purchase orders and log invoices.
• Keep project management tools updated.

Skills

Administration

Time management

Organizational skills

Attention to detail

Communication skills

IT skills

Tools

MS Office

Monday.com

Job description

Overview

The World’s 50 Best brand is the leading authority in global gastronomy, international drinks and premium travel space, showcasing worldwide trends and highlighting great restaurants, bars and hotels around the world. Over the last 20-plus years, it has provided unrivalled guidance through its lists and events to gourmets and cocktail lovers, inspiring consumers to travel and discover restaurants, bars and hotels, unveiling up-and-coming chefs and bartenders, exploring culinary and drinks trends, and highlighting the subtlety and complexity of various cuisines and drinks cultures from around the world. Its portfolio includes The World’s 50 Best Restaurants, The World’s 50 Best Bars and their regional lists, as well as The World’s 50 Best Hotels and The World’s 50 Best Vineyards.

We have offices in Gatwick, Brighton and London, UK; Montpellier, France; Singapore and Chicago, US. In line with the Company’s current Agile Working Policy, the successful candidate would be eligible to work part of the week from our Gatwick office and to work remotely for the rest of the week.

Position

Position: Full time – permanent

Are you looking to leverage your exceptional administration and organisational skills in the exciting world of gastronomy and events?

If so, we have an exciting opportunity to join our 50 Best team as an Operations Assistant. Reporting to the Operations Co-ordinator, you’ll play a pivotal role in coordinating key operational tasks and act as a central point of contact across the 50 Best teams. You’ll support and orchestrate processes, ensuring timely and effective handling of enquiries from both internal and external stakeholders, and provide essential services that contribute to the smooth and efficient running of the 50 Best team.

What you’ll be doing

• Acting as a point of contact for internal and external stakeholders to ensure enquiries are dealt with in a timely and efficient manner and processes are followed
• Setting up and attending internal meetings, as well as taking detailed minutes and actions from meetings
• Raising purchase orders, logging invoices, and setting up suppliers using the in-house finance system
• Keeping the annual calendar updated and ensuring key dates and event schedules are added to the internal teams Outlook calendars
• Keeping our project management tool Monday.com up to date
• Working closely with the Operations Co-ordinator to support the smooth running of the voting process across the 50 Best portfolio
• Communicating with and organising the voting academy
• Using templates already created to set up documents and folders; such as critical paths, annual calendars, run of events, WIP sheets, schedules and detailed operation manuals
• Supporting with coordinating international deliveries and shipment of kit to event locations
• Updating marketing materials (event programmes, invitations and event collateral where required)
• Supporting with the coordination and ordering of merchandise and stationery
• Coordinating travel and accommodation for internal staff and key stakeholders
• Supporting the wider 50 Best with ad hoc administration

Requirements

What you’ll need:

• Previous administration experience in a fast-paced and multi-faceted environment
• Experience using finance systems and raising purchase orders would be highly beneficial, but not essential
• Excellent time management and organisational skills with the ability to keep accurate records and prioritise tasks
• Strong administration skills with fantastic attention to detail
• Demonstrate the ability to meet strict deadlines and work well under pressure
• Enthusiastic, self-motivated and proactive with fantastic teamwork and communication skills, both written and verbal
• Ability to use own initiative and be flexible and adaptable
• Comfortable in situations with a requirement to think critically, question and determine when to seek guidance or escalate a potential problem
• Conscious, discrete and trustworthy while handling sensitive and confidential information
• Proficient IT skills including MS Office, especially Word, Powerpoint and Excel
• Experience using Monday.com or similar tools would be desirable, but not essential

Other information

Company Benefits and Initiatives Include:

• 25 days annual leave in addition to bank holidays – increasing by one additional day after 6 years, up to a maximum of 30 days.
• An additional day of leave for you to take on a cultural celebration day or on your birthday if you like. A day for you! At William Reed, we call this our “MeDay”.
• A volunteer day to take for supporting a chosen charity and giving back to the community.
• Opportunity for hybrid working
• Contributory Pension
• Life Assurance Scheme
• Group Income Protection
• Enhanced family-friendly leave pay entitlements
• Wellbeing benefits, including: A health care cash plan, Employee assistance programme, Virtual GP service and Access to health & wellbeing resources and tools.
• Cycle to Work Scheme
• Electric Car Scheme

Why work for us

We provide a supportive work environment and are committed to maintaining a healthy work/life balance for all of our employees. Working for William Reed means that you will be joining a stable organisation that is committed to developing its employees and brands.

We warmly welcome and encourage applications from talented individuals of all backgrounds and characteristics.

If you need any support in accessing this opportunity, please do not hesitate to discuss this with us.

Apply

We are happy to discuss reasonable adjustments and accessibility needs for applicants throughout the recruitment process. Please contact us if you require any adjustments.