Office Coordinator

2 months ago

London, Greater London, United Kingdom Insanity Full time

Insanity Talent Management Limited

Job Description and Specification: Office Coordinator & PA

Overview:
The Office Coordinator & PA is a pivotal role within Insanity, ensuring the smooth running of our office and front of house operations and providing exceptional support to our CEO and the Director of Legal & Business Affairs.The role demands excellent administrative skills, a keen eye for detail, and the ability to multitask in a fast-paced environment.
This role requires proactive management of the office environment - running the space, and its ancillary functions, to a high standard, keeping it tidy, fully equipped and running like clockwork.

Key Responsibilities:

Office Coordination:

Oversee daily office operations, ensuring a clean, organised, and efficient working environment.
Manage office supplies and inventory, placing orders as needed.
Handling all incoming telephone enquiries, transferring calls and dealing with business enquiries.
Greeting guests and ensuring that they have been offered refreshments while they wait.
Each morning collecting and distributing the post/packages using a digital mailroom process.
Opening and sorting the client gifting and ensuring that gifting is turned around within one week.
Scanning and photocopying.
Booking meeting rooms and arranging catering where applicable.
Managing the company's laptop and stationary stock, alongside the finance team.
Liaising with landlords and IT suppliers.
Coordinate maintenance and repair of office equipment and facilities.
Assist with the planning and execution of company events, meetings, and conferences.
Organising office social events.
Serve as the primary point of contact for office-related inquiries and communications.

Personal Assistant role:
Provide comprehensive administrative support to the CEO and the Director of Legal & Business Affairs, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepare and edit correspondence, reports, presentations, and other documents as required.
Handle confidential information with discretion and professionalism.
Assist with special projects and perform other administrative duties as assigned.
Some out of hours working.

Colleague and Talent Coordination:
Schedule and coordinate meetings, appointments, and engagements for colleagues and talent.
Maintain up-to-date records and databases of talent information.

Managing social media accounts on behalf of the business, including Instagram and LinkedIn.
Updating the company website with necessary and/or regular edits.
Managing the central Business Support email inbox for the whole company and notifying the relevant parties.

ESG Values:
To Promote Environmental Sustainability:
by advocating for environmentally responsible practices within the company;
by identifying opportunities to reduce our carbon footprint and implementing sustainable initiatives.

· To Support Social Responsibility Initiatives:by contributing to corporate social responsibility (CSR) programs and initiatives;by fostering diversity, equity, and inclusion within the workplace.· To Ensure Good Governance Practices:by adhering to ethical business practices and promoting a culture of integrity;by complying with relevant regulations and industry standards.· To Stay Informed on ESG Trends and Best Practices:by staying up to date on emerging ESG regulations and best practices;by sharing knowledge and insights with colleagues to promote continuous improvement in ESG practices.
Qualifications & Skills:
Bachelor's degree in business administration, communications, or a related field preferred.
Minimum of 2-3 years of experience in office coordination, administrative support, or a similar role, preferably within the entertainment or talent management industry.
Exceptional organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
Ability to work independently and as part of a team.
High level of professionalism and discretion in handling sensitive information.
Excellent telephone manner.
Excellent attention to detail.
Ability to work effectively and collaboratively cross‐functionally, think pragmatically and be solution‐oriented.
Professional with the ability to build trust and rapport with stakeholders.
Demonstrated ability to think clearly and quickly under pressure in fast-paced environment.
Business acumen and an understanding of Insanity's business and the wider entertainment industry.

Personal Attributes:
Diligent and dependable with a strong work ethic
Resilient and able to thrive in a fast-paced, high-pressure environment.
Dedicated to excellence and continuous improvement.
Curiosity and willingness to tackle matters outside their area of expertise
Exceptional ethical standards and integrity.
Positive attitude, with a proactive and flexible approach to work.
Desire and willingness to take ownership and control of tasks and projects

Insanity is committed to fostering a workplace culture that values diversity, promotes equity and champions inclusion.

We are committed to building a workplace where all individuals are respected, valued, and empowered to succeed.

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