Administrative Assistant

Our client is a wholly-owned division of Polyconcept, and a Global market leader in creating and delivering exciting tailor-made, promotional products for some of the world`s leading consumer brands including Coca-Cola, Nestle, Philip Morris, Unilever, FIFA  and Diageo. To date,  the company have 230 employees in a variety of locations around the world including: UK, Spain, France, Germany, The Netherlands, Italy, North America, Middle East, Mexico and Costa Rica and China (Hong Kong & Shanghai).

They are both positioned and recognised to be at the forefront of developments within the promotional products and marketing industry in the UK and globally.

Due to an expansion within their busy London office, we are currently recruiting for an Administrative Assistant to support our Office Manager.  This is a challenging role in a fast paced environment, requiring a committed, team-orientated and flexible individual, who has the ambition to succeed. If you have these attributes and enjoy working within a dynamic team, with the potential for progression, we would like to hear from you.

Main duties/responsibilities:

• Meeting and greeting visitors & arranging refreshments when necessary
• Manage a busy switchboard, transferring calls or relating messages.
• Manage bookings for the meeting rooms using an Outlook calendar system.
• Sign for and distribute all incoming mail and packages delivered to the relevant person.
• Manage all suppliers, ensuring value for money and competitive pricing by conducting regular comparisons.
• Various admin and ad hoc tasks: Proactive approach.

• Organise team lunches and social events: Book venues and manage all reorders.
• Ensure all furniture and office equipment such as telephones, mobile phones, IT equipment, printers & kitchen equipment are maintained. Replacing items as necessary within agreed budgets and/ or arrange the necessary repairs.
• Manage stock: Ensure that all stationery and refreshments are replenished on a regular basis.

• Arrange all meetings for both internal/external clients, suppliers and staff. Sending out the relevant information, calendar invites and assisting with setting up meeting rooms with refreshments and lunch.
• Produce letters and general correspondence including courier booking on an online system.
• Liaise with external travel agencies to arrange international travel and accommodation for employees globally, including organising travel documents such as visas, traveller’s profiles and 3rd party forms.
• Liaise with our IT department based in Spain to ensure that all IT equipment and services are maintained to company standard. To act as a point of contact for the UK office.
• New starters: Set up all new starter work stations and liaise with IT to create profiles and setup laptops. Communicate with managers to distinguish new starter’s access rights. Send out new starter welcome and induction packs.
• Act as a point of contact for all queries from our international offices.

Knowledge/Experience:

• 2+ years Office Management/Administration skills
• Personal Assistant skills to a Director level or above will be an additional advantage

• Advanced MS Office skills especially within Outlook, Word, Power Point and Excel.

• Knowledge of Health & Safety within an office environment.
• Qualified First-Aider will be an additional advantage

Personal attributes:

• Honest, reliable, flexible and a great team player
• Works well with colleagues in a team, being, adaptable, recognising the need for change.
• Well presented
• Punctual
• Confident
• Polite telephone manner
• Ability to multi-task
• Good organisation skills and time management
• Good communications skills, written and verbal (excellent written & spoken English)
• Discretion & Confidentiality
• Quick learner, willing to get fully involved
• Accuracy and good attention to detail
• An ability to stay calm and tactful under pressure
• A bright and positive attitude with the ability to motivate others

What we offer in return?

£28k – £30k + Performance related bonus + BUPA Healthcare + Excellent career progression.

Please note: Applicants must be eligible to work in the specified location.

To apply for this role as a Admin Assistant please press “”