Office Assistant

2 weeks ago

London, United Kingdom Capsule Communications Ltd Full time
Job Description

OFFICE ASSISTANT

 

Capsule Comms is an insight-led communications agency representing a diverse portfolio of Global market leading mass brands and niche luxury award winners.

We are a team of stand-out comms experts representing emerging and established brands within the beauty, tech, luxury, FMCG, health and wellness categories.

Powered by insights, we catch a mood and respond to real-world feelings using a targeted pitch mentality. Capsule Comms offers multifaceted media storytelling; our work increases brand love, awareness, consideration, and desirability through a creative lens. 

We are a disruptive and results-driven agency within a fun and dynamic office environment. Our approach to team culture is to identify and nurture the unique skills of our workforce to ensure they are fully supported in their career growth and development. Mental Health for our people is key and we offer 2 additional days holiday per year to be spent digitally detoxing and are proudly working towards our B Corp certification by 2024.

Our Leadership team include senior management from MAC, ELC, Halpern and Ogilvy.

Client portfolio includes BUBBLE, CurrentBody, Briogeo, Batiste, Hero, AKT, IRAYE, Grace De Monaco, Intuisse, ZIIP, 47 Skin, Sculpted by Aimee, Goldwell, Kerasilk and Charles Worthington

 

Your main roles and responsibilities will include: 

You will be responsible for managing the day-to-day operations and finance duties at Capsule Comms. You will be expected to support the team ensuring consistent standards across all departments in the business are met with a high level of attention to detail.

Office

·      Help the company to promote high morale and communicate the business DNA through key touchpoints.

·    Provide day-to-day support to the team, exercising good judgement to ensure compliance with processes and best practice, promoting consistency, fairness and commercial thinking.

·      Act as ‘front of house’ for all clients, guests and suppliers entering the building.

·      Assist with the Capsule Comms website to ensure its regularly updated with relevant news and information.

·      Management of socials to ensure all business news is shared in a timely manner.

·      Updating industry tools such as Diary Directory with company details.

·  Manage business meetings by booking restaurants and internal meetings rooms that will need to be set up and cleared accordingly.

·      Lead on all team socials, away days, birthdays, Christmas parties and seasonal moments.

·      Ensure office equipment is in working order and call vendors to carry out repairs when required.

·      Managing IT services to ensure the full team is supported accordingly.

·      Setting up the office daily and for client meetings and clearing once the meetings are over.

·      Ensure the office is kept in order by managing the team with deliveries, stock, and general upkeep.

·      Organise monthly office clear ups and daily management of the office, including the office plants.

·      Management on all orders for all office supplies as well as management of building, alarms, utilities and cleaners

·      Run errands for the business on an ad hoc basis in particular across senior team.

·      Work with the senior team on all onboarding for new joiners including new starter forms.


Expectations:

·      Must have at least a year of experience in a similar role

·      Impeccable attention to detail and accuracy when working to tight deadlines.

·      Able to maintain strict confidentiality in performing finance duties.

·      Happy to have conversations with colleagues at all levels in the business.

·      Excellent interpersonal skills, a team player.

·      Confident problem-solving skills.

·      Confident using Excel and able to create relevant trackers and formulas.

·      A self-starter who relishes working on their own initiative and as part of a wider team.

·      Highly organised with great time keeping skills.

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