OFFICE MANAGER & PA

Role Overview:
The mission of the Office Manager and PA is to ensure the Jaded office and all the little things that go with it support a positive, inclusive, and productive environment. Responsibilities are varied, but with a core focus on the physical office space, employee events and providing executive assistance to our Co-founders, ensuring we all have the right tools, space and atmosphere to perform.

Responsibilities & Duties:

Co-founder Support:

  • Diary management and scheduling meetings for CEO and 2 co-founders - managing demanding personal and work schedules, ensuring that appropriate meetings and people are given priority.
  • Book travel, restaurants etc. and providing detailed itineraries.
  • Manage personal mail and deliveries, e.g. sending/returning parcels, expenses.
  • Getting lunch or other general errands.

 

Office Management:

  • Welcoming and looking after guests, delivering refreshments and coordinating any technical requirements and presentations for meetings.
  • General ad-hoc assistance with special projects.
  • Preparing, printing and organising documents.
  • Raising purchase orders – project specific as well as departmental POs
  • Taking all initial enquiries via phone system
  • Receive and organise office deliveries e.g. Royal Mail, UPS & DHL
  • Keeping a clean and tidy office environment whilst ensuring teams are kept responsible, e.g. ensuring the entrance space, meetings rooms, and studio are presentable at all times.
  • Provide support to other departments at busy times as required

 

Facilities Management:

  • Tracking and remaining within agreed budgets for employee events, office food supplies etc.
  • Maintenance of coffee machines (regular descaling etc.)
  • Office fire warden - maintain fire extinguishers, accurate employee list etc, taking lead in fire drills
  • Project manage any office/desk moves
  • Organise furniture, stationary, supplies, kitchen, and cleaners.
  • Monthly floor walks with cleaning agency.
  • Liaison with IT support team for laptops, printers, servers, email addresses, Wi-Fi etc.

 

Employee Engagement:

  • Ensure the kitchens are kept well-stocked at all times.
  • Food orders weekly for the office.
  • Arrange ad-hoc treats for the office.
  • Organise all seasonal staff social events (liaising with Co-founder & HR on ideas & budgets)
  • Schedule, organise and manage team functions, nights out trips, e.g. Christmas Party
  • Liaise with HR on employee benefits e.g. celebratory reward ideas’
  • Support HR with new starters e.g. welcome gifts, office tour

 

Requirements:

  • 2+ years experience in an Office Coordinator/Manager and PA/EA role.
  • A versatile professional who is expert at dealing with a busy diary and driving an office of 50.
  • Experience in working within a fast-paced environment. Fashion industry/fast-paced retail experience is not essential but highly desirable.
  • Available to work in the office 5 days a week with flexibility
  • High level of computer literacy, including all standard MS Office software
  • Excellent oral and written communication skills
  • Excellent personal presentation
  • Professional and confident at building relationships, a true people person able to engage with all staff members
  • Good initiative with the ability to challenge stakeholders

    What's in it for me?
  • 50% Employee Discount
  • 22 days holiday per year, rising to 24 days after 2 years’ service (plus bank holidays)
  • A paid day off on your birthday
  • A paid volunteering day per year
  • A paid moving day per year
  • Defined Benefit Pension Scheme
  • Company Sick Pay Entitlement
  • Employee Assistance Programme for you and your family
  • £500 employee referral bonus scheme
  • Local Business Discounts (joe and the juice, café’s, fitness, beauty etc)
  • North-West London office location directly located next to good transport links
  • Casual office dress code (your style of dress is up to you, wear what you feel best in)
  • Fully-stocked kitchens and fridges (hello endless brekkie and snack supply, see ya afternoon munchies)
  • Regular Office Social Events (e.g. payday socials

 

To apply, email your CV and covering letter to; talent@jadedldn.com with the email subject ‘Office Manager & PA'