administrative assistant London, England
Job description
Keywords Studios is the ultimate destination for talented individuals looking to make their mark in the world of AAA game development. With a global presence and an unrivalled reputation, we are trusted by 24 of the top 25 gaming companies worldwide, making us the go-to collaborator for the industry's biggest titles.
Joining our team means becoming part of a network of 70+ studios across 26 countries, where over 12,000 experts come together to deliver sector-leading 360° services. From ideation and technical co. development to art, QA/localization, marketing, and community engagement, we cover every stage of game development and beyond.
As an integral part of our tightly integrated yet truly global network, you'll have the opportunity to work alongside industry-leading professionals who bring best-in-class experience, expertise, and technology to each project. Our follow-the-sun workflows ensure we can deliver at the speed you need.
We are looking for a highly organized Front of House and Office assistant to join our global office in High Holborn, London, Uk.
About the role:
- Ensure the London Office is supported and well-represented by the running of a professional and welcoming reception facility.
- Contribute to the smooth-running of the Office and the Marketing Service Line by providing administrative support to the Office Manager and Keywords Management.
Main responsibilities:
- Be a welcoming first point of contact for all visitors to the office. Represent the business with a positive attitude and professional manner. Provide hospitality, information and directions as necessary. Ensure the visitor gets to where they need to go.
- Ensure reception area and shared office spaces are tidy, presentable and in good working order at all times.
- Manage the booking system for meeting rooms and ensure employees use it properly. Resolve scheduling conflicts if/when they arise.
- Ensure meeting rooms are kept clean and tidy and when necessary, arrange catering and special requests for meetings.
- Support the Office Manager by contributing to the handling of external suppliers and contracts, such as cleaners, hygiene, printer/copiers, plants and office supplies.
- Support the Office Manager by contributing to the handling of our relationship with 110 High Holborn (repairs & maintenance, security, front of house, legal, etc.)
- Support the Office Manager and Keywords management on a variety of administrative tasks.
- Work closely with internal (and sometimes external) IT support to ensure excellent functioning of IT systems throughout the office at all times. This includes AV, conference systems in meeting rooms, networks, other hardware, etc.
- Contribute to maintaining good security in the office. Be responsible for the distribution of access passes for employees and visitors. Run the visitor logging system. Report any suspicious activity.
- Contribute to a positive office culture by helping Office Manager to organise activities, socials and occasional ‘treats’ in coordination with studio management.
- Ensure cost effective and timely replenishing of supplies. Help manage procurement of all required office supplies, including food & drink, printing supplies and stationary, etc.
- Ensure high standards of tidiness and cleanliness in communal areas at all times, including food & drink consumables being fully stocked, i.e. drink fridges and coffee machines
- Supervise the process of incoming and outgoing post. Ensure incoming deliveries get to the right studio/person promptly and that outgoing deliveries on behalf of studios/staff are handled properly
- Act as steward in emergency situations – fire evacuations, etc.
- Support the Office Manager by contributing to Health & Safety risk assessments where required. Support other risk assessments are performed (e.g. pregnant workers, home workers and lone workers) as necessary
- Investigate circumstances and causes of accidents and take necessary steps to prevent recurrence, including keeping written records of accidents, investigations and actions taken
Requirements
- Good experience in a similar Front of House or Receptionist role
- Strong communication and interpersonal skills – written and verbal
- The ability to think on your feet and take initiative
- Works well under pressure and managing multiple people / priorities
- Ability to work well within a team environment as well as independently
- An understanding of financial processes and appreciation of commercial needs
- A highly organised, structured approach to work
- PC proficiency, in particular Microsoft Office suite
- Excellent professional manners
- Positive and energetic personality
- Personable and friendly
- Proactive and can-do; willing to help in all areas rive and determination to proactively improve and develop standards/processes
- Flexible and adaptable
- Diplomatic and discreet when necessary
- Detail and standards driven
Benefits
Keywords Studios is dedicated to following a well-established Equal Opportunities Policy. We endeavor to create a workplace which provides for equal opportunities for all employees and potential employees.
PERSONAL DATA PROTECTION POLICY
Keywords Studios is strongly committed to protecting your personal information. By sending your CV/Resume, you are agreeing to our terms and conditions and consent to your data being managed and retained in accordance with our data privacy and retention policy (https://www.keywordsstudios.com/privacy-policy).
