Office Supervisor/Junior PA

Found in: beBee jobs GB - 3 weeks ago

London, Greater London, United Kingdom Kering Full time
Summary
A global Luxury group, Kering manages the development of a series of renowned Houses in Fashion, Leather Goods, Jewelry: Gucci, Saint Laurent, Bottega Veneta, Balenciaga, Alexander McQueen, Brioni, Boucheron, Pomellato, DoDo, Qeelin, Ginori 1735 as well as Kering Eyewear and Kering Beauté. By placing creativity at the heart of its strategy, Kering enables its Houses to set new limits in terms of their creative expression while crafting tomorrow's Luxury in a sustainable and responsible way. We capture these beliefs in our signature: "Empowering Imagination".

Job Description

This role will require the successful candidate to provide comprehensive front of house support to the office, while having responsibilities for the organisation of office management tasks.

It requires a flexible approach, carrying out other ad-hoc duties according to the office needs.

You will be representing Kering and responsible for the following:

To provide a warm, courteous and prompt welcome to guests at the reception desk
Be the main point of contact for any visitor/guest or employee of the organisation
Arrange all mail, franking, international and local couriers in line with the Company procedure
Arrange taxis and chauffeurs for guests and employees
Manage the meeting room's calendar and make sure the room is tidy and ready after each meeting
Liaise with the MIS team to make sure the IT equipment in the MRs is in working order
Organise refreshments and order lunches for meetings
Switchboard operation: Taking care of external and internal calls in a professional manner and be the first point of contact for all phone enquiries, taking messages when required
Manage deliveries to and from the Saint Laurent Press team
Ensuring the reception area is kept clean and tidy at all times
Ordering office consumable: copier toners, stationery, kitchen supplies and check against invoices.
Maintaining stationery supplies throughout the building and controlling the stock cupboards.
Supervising the cleaners, liaising with the cleaning company for supplies, quality control and booking the day housekeeper when needed
Liaising with the florist for weekly office flowers arrangements
Supporting the Facilities Manager in managing the facilities tickets system and running monthly reports to share with the brands.
Notify the Facilities Manager of any issue/repairs identified in the office
Support the Facilities Manager with the maintenance contractors (pest control, lift, fire and security systems), making sure regular visits are not missed
Receive and act upon any issued identified by the security guards during the night and weekend patrols
Assisting in Administrative tasks (approval of invoices, preparing expenses reports, organising collection of recycling and archiving boxes)
Onboard Saint Laurent new joiners on how the building operates and on H&S and fire evacuation procedure
Support Saint Laurent team with ad-hoc admin tasks as and when needed

Support to the CEO and President:
Liaise with CEO EAs in order to update the office's calendar based on the CEO travel plans; the upkeep on the calendar is very important so that MIS can make sure someone from the team is present in the office when the CEO is in the London. Furthermore, Facilities can schedule any intervention when the CEO is not in the office.
Liaise with the EA of Senior Executives of the brands for meetings with the Group President and CEO
Setting up VC for the CEO when in London
Meet and Greet CEO guests when in London
Arrange CEO mail/couriers
Liaise with MIS team for issue with IT equipment in CEO office

Requirements:
Excellent communication skills both written and verbally
Computer literate, including excellent knowledge of Microsoft packages (Word, Excel & PowerPoint).
Previous experience of a similar role where they have been required to prioritise and multi-task various and competing demands (manning reception while setting up the meeting room, for example)
A good communicator with the ability to interface regularly with internal and external personnel at all levels
Attention to details
Discretion and reliability at all times

Why work with us?

Kering is committed to building a diverse workforce. We believe diversity in all its forms - gender, age, nationality, culture, religious beliefs and sexual orientation - enriches the workplace. It opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to adapt to a changing world. As an Equal Opportunity Employer we welcome and consider applications from all qualified candidates, regardless of their background.

Job Type
Fixed Term (Fixed Term)

Start Date

Schedule
Full time

Organization
Kering International Ltd.

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