Office Assistant

7 months ago

Manchester, United Kingdom MDPI UK Full time

A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 400 diverse, peer-reviewed, open access journals supported by over 35,500 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

**Location**:Manchester

This is a full-time in office role. The office is located next to Piccadilly Gardens in Manchester.

**Summary: Office Assistant to provide general administrative support to Office Manager for organization and administration of office meetings, projects, and day-to-day tasks as well as assist with preparation for outreach events.**
**Responsibility**:

- Organizing the office and assisting associates to optimize processes. For example, working collaboratively with office functional staff
- Assisting with outreach event administration and preparation
- Coordinating with external printers to procure flyers, business cards, and materials for conferences that editorial staff will attend
- Ensuring stock of conference materials in the office and that conference attendees have all the appropriate items
- Using initiative to identify conferences that MDPI would benefit from attending, and organizing booths and attendance with journals and Manchester editorial staff
- Perform receptionist duties when needed, e.g. answering the office phone as needed
- Schedule and plan meetings and appointments
- Note-taking during meetings as needed
- Sending internal announcements and communications
- Weekly grocery shopping for office supplies
- Keep stock of small office supplies
- Maintain and monitor office supplies such as paper, pens, printer ink, onboarding gifts, probationary gifts etc.
- Photocopying, scanning, and filing appropriate documents
- Maintaining the office calendar; social events calendar
- Assist with organizing, booking, and purchasing for social events
- Assist with maintaining the office's social media account
- Assist with ad-hoc tasks
- Maintain trusting relationships with suppliers, customers, and colleagues

**Qualification**:

- Excellent organization and time management skills
- Demonstrable communication skills,
- Ability to take initiative
- Experience with Word and Excel Microsoft packages and Google Sheets
- Ability to work to deadlines, and with self-sufficiency
- English fluency
- Experience working in an office (desirable, but not essential)
- Interest in marketing and marketing events and activities

**Benefits**
- **Flexible Working Times**
You are able to start work anytime between 7-9am, and finish between 3pm-6pm.
- **Special Days Off**
Getting married or moving house? No need to use up your holidays, MDPI offer paid time off for such occasions.
- **Our Culture**
A friendly working environment with monthly lunch parties, office snacks and seasonal events.
- **Bonus Incentives**
Depending on your role, you may be eligible for one of our bonus schemes which rewards high-performing employees.
- **Perkbox**
You will have access to our benefit platform called “Perkbox.” This will provide you with a range of discounts and benefits across various retailers, including savings on food, drinks, tech, travel, and more.
- **Health Cash Plan**
After passing probation, employees are enrolled into our private health membership with Bupa. You can claim money back on dental, doctors, and prescriptions amongst many other health services
- **Modern City Centre Office**
Located next to Piccadilly Gardens, our office is a 10 minute walk from both Manchester Piccadilly and Manchester Oxford Road train stations. There are also tram stops outside of the building.
- **Cyclescheme**
Save between 25-39% on a bike and accessories.
- **Techscheme**
Save up to 10% on tax when purchasing tech equipment from places such as Ikea and Currys

**About MDPI**

A pioneer in scholarly open access publishing, MDPI has supported academic communities **since 1996**. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than **400** diverse, peer-reviewed**, open access journals supported by over **66**,**0**00 academic editors**. We serve scholars from around the world to ensure the latest research is openly and broadly available.

**MDPI is headquartered in Switzerland with additional offices in Europe**, **Asia** and North America**.** We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation.

**Initiatives**

At MDPI, we develop and maintain various platforms in order to better serve the scientific community. Please find here-below a list of our main platforms:

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