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PA & Office Manager

3 months ago

London, UK, United Kingdom Tin Man Full time

The Team


Tin Man is an award winning PR and communications agency based in the heart of London.


Our 50-person agency who work with the leading household brands boasts a wealth of talent from strategists and creatives, to campaign managers and publicists, to social and influencer experts and content creators. We have a fast-paced but fun and supportive culture (ask around) because we care about our people. We also have an active DI&B programme, ‘DANDI,’ and an award-winning mental health initiative, ‘Hearts & Minds’. We offer a hybrid working week and a range of competitive benefits.


Role & responsibilities

The PA/Office Manager is a central role within Tin Man ensuring that the office runs smoothly, efficiently and effectively so that our employees have a safe and comfortable working environment and have what they need to thrive and deliver the best work for the agency.


To succeed in this role you will be exceptionally organised, professional and have a keen eye for detail and presentation particularly that of the office. You are proactive with a positive ‘can-do’ approach and the natural ‘go to’ person for the team.


You can multitask efficiently and deliver a high level of service to the team, Directors, CEO and HOP. You will wear many hats on a daily basis but will be able to jump from one to another seamlessly keeping communications clear, concise and timely.

You are creative in problem solving and proactive in suggesting ways to improve systems, processes and procedures.


Role & responsibilities


PA Duties and Business Support

- Efficient and effective PA support to the CEO including;

  • Daily diary management and scheduling including identifying and resolving any issues/clashes
  • Meeting support including scheduling, preparation/printing of necessary presentations/agendas/documents and other logistics such as refreshments, attendees etc all in a timely manner
  • Planning and coordination of travel including itineraries, accommodation, restaurant/venue reservations, taxis
  • Personal errands as required


- Administrative support to the SMT including meeting logistics and scheduling.


Office Management, H&S & IT

- Lead, manage and maintain the day to day running of the office and its facilities - so that the account handling teams can focus on delivering the client work.


- Have oversight of all visitors and deliveries to the office ensuring that they are received warmly and politely and dealt with quickly and professionally.


- Ensure that in-office meetings are fully prepared for in a timely manner, preparations are executed professionally and of a high standard.


- Purchasing responsibilities: purchase office and kitchen supplies including the weekly groceries and be the go to person for the team with purchasing enquiries.


- Supplier Management: review regularly and manage all supplier contracts, servicing, renewals and keep relevant records where necessary. Be proactive in negotiating best value and service levels and ensure the Financial Controller is kept informed.


- Organisation of high quality memorable events such as the office christmas party.


- Oversee all Health & Safety at Tin Man, ensuring we are compliant and that regulations are being adhered to including risk assessments, policies, facilities, training and accident reporting.


- Liaise with the IT external supplier on day to day issues, setting up new starters including hardware and software and manage Office IT equipment such as printers.


HR Administration

- Supporting the Head of People with HR administration such as employment paperwork, Onboarding, Culture and Employee Engagement.


- Maintain our HR system ensuring that electronic employee files are kept up to date with accurate information including sick days, employment documentation etc.


- Support with recruitment such as interview scheduling, right to work checks etc.