Personal & Office Assistant

2 weeks ago

Windsor, United Kingdom Hunter Design Full time

Welcome to Hunter.

A creative agency with people at the forefront of our thinking, so we can deliver branding, marketing, place visioning, and place activation that really resonates.

We’re a 50-strong team of multi-disciplinary experts. But beyond that, we’re a group of people who simply really enjoy working together.

That’s where you come in.

**ABOUT YOU**

We're on the hunt for a **pro-active, friendly, efficient, dog-loving Personal & Office Assistant **to join our team. You'll predominantly looking after the Executive Chairman (for both work and personal support) and COO (work only) but working closely with our board members and senior leadership team too.

Your attention to detail is excellent, you have a great memory to stay on top of the ever-changing priorities, and your ability to manage tasks is second to none.

You're resilient, and you'll see and hear plenty of confidential information so having discretion and keeping things confidential is hugely important. You have a can-do attitude, excellent communication skills and are all about team spirit.

**WHAT YOU'LL DO**

**Personal Assistant duties**:

- Sorting the diary organisation and management of the Exec Chairman’s & the COO’s time ensuring they attend meetings on time with the appropriate documents, presentations or other papers.
- Co-ordinating and organising both internal and external meetings, including booking all required facilities. Sourcing off-site meetings, venues, arranging logistics for such meetings and dealing with related expenses/invoices.
- Arranging the Exec Chairman’s travel which includes booking transport, accommodation, and transfers, preparing accurate travel itineraries, checking any visa requirement and placing currency requests with the Finance Department.
- Gathering and sending out weekly reports to the Exec Chairman & COO for each of the four project teams
- Arranging bookings and travel to and from conferences and events on an adhoc basis for c-suite and senior leadership team members
- Completing expenses of the Exec Chairman and COO on a weekly basis
- Working with Finance to raise POs and reconcile mastercard entries on a weekly basis
- Arranging meetings and events and organising for the provision of equipment, refreshments, and any other requests for both internal and client meetings
- Welcoming and greeting clients or guests who are attending the Hunter office in a friendly manner
- Helping oversee company projects being managed by the Exec Chairman, using our in-house database, coordinating with the client and acting as an Account Executive on these projects
- Co-ordinating and organising company events, including but not limited to summer and Christmas parties, liaising with venues, arranging logistics
- Ordering gifts in line with Hunter’s wellness guidelines such as flowers and gifts for celebrations

**Office Facilities duties**:

- Ordering stationary and doing regular stock checks
- Ordering general items for the office, including supplies for kitchen and sanitaryware.
- Acting as the point of contact for the cleaners, liaising on any issues that need looking at
- Organising couriers and receiving delivery items, issuing to the team accordingly
- Managing the storage lock-ups in an ad hoc capacity; cleaning and sorting out items
- Ensuring the office is kept clean and tidy
- Conducting monthly fire alarm tests at the office, logging this in the file
- Liaising with third party vendors and suppliers on PAT and fire alarm tests arranging yearly checks

**THE PERSONAL BITS**
- Looking after the Exec Chairman’s (extremely lovely) cockapoo dog when he's brought to the office, including feeding him and going on walks
- Supporting the Exec Chairman with ad-hoc family requests in a timely manner

**WHAT YOU'LL GET**
- This role is office-based five days a week, though we can of course be flexible with any appointments etc. you might have
- The standard benefits of a pension, life assurance and private medical insurance
- A Cycle to Work scheme
- Your birthday off, along with 25 days annual leave
- Enhanced family benefits; we have great maternity and paternity packages based on length of service
- One Do Not Disturb day; because mental health is too important to compromise on
- We love an event at Hunter You'll have a summer party, Christmas celebration and seasonal treats

**THE RECRUITMENT PROCESS**

We recruit a little differently at Hunter and here's why. Your CV only tells so much and sometimes a person can be so much more than what's written on paper We want to understand your motivations, your dreams and ambitions. We want to know how Hunter can support you, and what you can bring to Hunter.

**You'll be asked to answer a number of short questions as an initial screening. Then, based on your answers and experience, the next step is an informal chat with the Head of People, and if you tick all the boxes, you'll be invited for a face-to-face chemistry click with the Executive Chair

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