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Futerra London is Hiring an Executive Assistant & Office Manager

Job Title: Executive Assistant & Office Manager

Department: Operations

Reporting to: Co-founder & Operations Manager

 

MORE ABOUT US

Futerra is a change agency – a hybrid strategy consultancy and creative agency. We imagine better, brighter ways of doing things and then work with people who can make them happen. We’re driven by our mission to make sustainable development so desirable it becomes normal.  We believe sustainability is a billion-dollar opportunity and we work with the world’s leading brands to find and unlock that opportunity through smart strategy and powerful creative.

MORE ABOUT YOU

As the Executive Assistant & Office Manager, you will ensure a slick and efficient running of the office as well as the management of the Co-founder’s diary and affairs. You will be highly conscientious, diligent and discreet in everything you do, working alongside the wider Operations function to manage the team’s daily activities, meet and greet clients and guests and be a friendly face around the office.

 

WHAT YOU’RE HERE TO DO

Executive Assistant

  • Oversee diary of Co-founder, prioritising and organising all necessary meetings
  • Liaise with meeting participants and book meeting rooms for Co-founder
  • Have a thorough knowledge of ‘who is who’ in terms of clients and other contacts
  • Book all travel and accommodation for Co-founder, communicating changes and resolving issues. You will be proactive in ensuring everything runs smoothly, preempting anything that may go wrong
  • Coordinate lunch session with Co-founder for new starters
  • Have a thorough understanding of the context of all meetings/events that the Co-founder will be hosting/attending
  • Confident people person
  • Note-take in meetings when needed
  • Conscientious, detail-orientated and extremely well organised in everything you do

 

Office Support

  • Undertake office induction for all new starters, collecting necessary new starter paperwork and ensuring positive and welcoming experience
  • Monitor stationery stock and ordering of general office supplies
  • Issue, program and monitor keys and fobs, maintaining list of active fobs and deactivating fobs for leavers
  • Ensure that any office support issues are dealt with effectively and promptly by liaising with appropriate people/suppliers
  • Booking all travel for staff including flights, accommodation and taxis, seeking approval from the relative budget holder (when in doubt speak to the Financial Controller or CFO as per Company policy)
  • Oversee and manage social events and various initiatives, including the agency Summer and Christmas parties, within the agency, promoting and communicating as appropriate
  • Act as fire warden for Futerra, updating fire drill list and emergency contacts
  • Help to set and monitor budgets for all expenditure associated with the running of the office and the provision of general office supplies

 

Front of House

  • General reception duties – answering main line, taking messages, meeting and greeting visitors
  • Ensure meeting rooms, reception area and office are kept spotless and welcoming
  • Manage the booking of meeting rooms and catering if required
  • Understand the requirements of client visits and ensure these are met
  • Manage daily post, collecting and distributing all post as well as organising couriers
  • Update internal telephone settings and phone lists

 

WHAT YOU NEED TO KNOW

  • Office support experience in a similar role
  • Similar industry exposure
  • Ability to work unsupervised and manage own workload
  • Strong organisational, time management and prioritisation skills
  • Knowledge of supplier management (negotiation through to maintaining and monitoring relationship)
  • Proficient in MS Office
  • Proactive and flexible approach
  • Fantastic interpersonal skills, able to build strong relationships across all levels
  • Strong communication skills both written and verbally
  • Exceptional attention to detail and problem solving skills

 

To apply please send your CV and a short cover letter to hr@wearefuterra.com by 31st January 2020. PLEASE NOTE we can only consider applications from candidates who hold the right to work in the UK.

We encourage all applicants to read through our Candidate Privacy Notice upon application.

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