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Receptionist/Executive Office Assistant

4 months ago

London, United Kingdom Zodiac Maritime Full time

Zodiac Maritime is an international ship operating company providing a full range of management services for a wide and diverse fleet of commercial ships, spanning containership to tankers, bulk carriers to PCTCs, and a growing orderbook focused on dual-fuel vessels to improve overall fleet energy efficiency.


All candidates should make sure to read the following job description and information carefully before applying.

Headquartered in London’s bustling West End, our modern, open-plan offices accommodate a growing team of over 200 people. With representative offices across Europe and Asia, our shore-based headcount grows as our fleet continues to expand and diversify, as does our dedicated crew of over 6,500 seafarers.

This is an exciting time for the company as we continue to grow and modernise our fleet and operations. We are looking for hard working and dynamic individuals to come aboard and be a part of the next generation of the Zodiac Maritime team

The role

Position Receptionist/Executive Office Assistant

Contract type Full Time

Reporting to EA to CEO & Deputy CEO

Location London

Overview of role

In this varied role, you will be working as part of a team to ensure the highest standards of service and support are delivered to Executive and Senior Management, the Executive Office team, and all internal departments across Zodiac Maritime. You will need to skilfully manage shifting priorities and multiple workstreams, communicating effectively to each stakeholder and providing timely updates. A strong team orientation, performance ethos, the ability to quickly build trusted relationships, and a good rapport with all personnel, will be critical to your success in this role.

Key Responsibilities & Primary Deliverables

Executive Office Support

  • At the direction of Executive/Senior Management and the EA to the CEO & Deputy CEO, assist with meeting logistics for Executive and Senior Management
  • Work with the Executive Office team to ensure Portman House Reception are aware of all upcoming external guests visiting Executive and Senior Management
  • At the direction of the EA to the CEO and Deputy CEO, support the Executive Office team with errands/projects, including dog walking for Executive Management from time-to-time
  • Assist the Executive Office team with business card updates and orders
  • Assist the Executive Office team with expense processing

Executive Office Kitchen

  • In the absence of the Executive Office chef, help order and collect lunches from restaurants/deliveries to the building reception
  • Set up the Executive Dining Room for breakfast, lunches and dinners, ensuring all cutlery and glass is polished, and any condiments are included and stock levels maintained
  • Make and serve drinks and refreshments, and occasionally coordinate the serving of breakfasts and lunches
  • Along with the Executive Office team, monitor and manage the Executive Office Kitchen supplies and laundry
  • Perform daily checks of the Executive Office areas, tidy and restock where needed

General Reception & Meeting Rooms

  • Handle all telephone queries and field calls in a professional and diligent manner
  • Meet and greet all visitors
  • On welcoming guests, hang coats and store bags, where required, returning them to guests on departure
  • Run the security list for guests and staff entering and exiting the building
  • Coordinate the booking and management of all room bookings across the floor and notify the building reception of guest names and any additional information
  • Making and serving meeting drinks and refreshments
  • Maintaining a neat and tidy professional appearance of the meeting rooms and reception area
  • Ensuring smooth running of meeting room IT equipment and frequent liaising with Blinx Technology

Administration

  • Filing, scanning, printing, photocopying, typing, laminating and document binding as requested
  • Professionally respond to worldwide affiliated offices / external company and internal queries
  • Direct all post, couriers and deliveries for the office to the Facilities Department
  • Support with all fire drills in accordance with company and building guidelines

Communication

  • Deal with correspondence and e-mails quickly, efficiently and to a high standard
  • Provide a professional response to all switchboard telephone calls and queries

Skills profile

Relevant experience & education

  • Highly organised with the ability to manage multiple projects and prioritise work streams under pressure & problem solve where required
  • Ability to work both independently and as a team player always ensuring that tasks are completed to the highest standard and cohesion within the team is maintained
  • Ability to build up trust with colleagues and staff quickly and engage with all levels of stakeholders
  • Strong ability to take accountability for your own workstreams supported by a commitment in supporting successful outcomes for the team
  • Strong oral and written communication skills
  • A flexible, friendly, helpful, enthusiastic, can-do attitude, with an eagerness to assist fellow team members and colleagues and muck-in as needed
  • Proven ability in the use of Microsoft Office applications: intermediate PowerPoint and Excel and advanced knowledge of outlook
  • PA or secretarial training would be advantageous
  • 1 -2 years’ previous experience in a similar role

Due to the high volume of applications, we regret that only shortlisted candidates will be contacted.