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Personal Assistant & Office Coordinator

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About us*
We are a global production and creative agency, delivering extraordinary experiences that stay with audiences for a lifetime
Find out more at: https://wearefab.com/

To understand more about our culture and our team please visit: https://careers.wearefab.com/

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About the role*
We are looking for a full-time office based PA & Office Coordinator to join us at a really exciting period of growth. This is a great opportunity to work in a vibrant industry, within a fast paced and dynamic company.
You will be responsible for developing and providing comprehensive organisational and administrative support to the CEO.
You will also have overall responsible for the management of our (small) central London office, ensuring it is well run, well stocked, and an enjoyable place to work.
The successful candidate will need to handle sensitive and complex issues in a professional and objective manner.

A typical day in this role includes:
PA Duties:

• Managing a very busy electronic diary, assessing priority of appointments and re-allocation as necessary

• To book, and change travel arrangements (including visas, accommodation, flights, trains and hotels)

• Ensuring incoming correspondence is dealt with by / on behalf of the CEO, or other staff as appropriate

• Maintaining and managing records of contacts

• Managing calls, enquiries and requests, and dealing with them in a timely and efficient manner

• Assisting in researching and following up with actions on matters which fall within the CEO’s responsibility – chasing responses, triggering follow-up action

• Producing documents, agendas, briefing papers, reports and presentations for the CEO, in collaboration with the Operations Team

• Managing the CEO’s expenses, logging and recording them in accordance with the company’s expense policy

• Filtering CEO’s emails, ensuring nothing of importance is missed

• Organising meetings and ensure that the CEO is well prepared for those meetings, preparing agendas and pre-meeting briefings if required

• Managing corporate gifting, company swag, and organising company internal events

• Ad hoc tasks, as required by CEO

• Coffee and lunch runs for CEO when she is in the office

• Making personal purchases and booking personal engagements on behalf of CEO as required

Office Coordinator duties:

• Ensure the office is kept clean, tidy and well stocked. This includes re-filling the bathroom and kitchen utilities, keeping surfaces clean during the day ahead of the cleaner arriving, emptying bins and recycling and ensuring these are taken downstairs, ensuring the office blinds are opened each morning and closed each night, keeping tea / coffee / biscuits etc in stock, water the plants
• Be overall responsible for the general smooth-running and maintenance of the office

• Be the go-to person for any office related queries or arrangements, making sure it is a great place to work

• Coordinate and organise all office based events

• Meeting and greeting visitors at all levels of seniority

• Liaise with the buildings maintenance team to ensure the facilities are in good working order

• Manage the office cleaner

• Ensure everyone has the tech and infrastructure they need to be able to do their job, is keyboards, screens, mouse mats etc

• Generally take ownership and pride of the everyday smooth running of the office, ensuring it is an enjoyable work environment

Requirements

• Based in/ around London, UK but with an ability to travel to central London daily

• Extensive Personal Assistant experience is required

• Experience of electronic diary management

• Experience of working in the entertainment or events industry is preferred but not crucial

• Excellent communication skills

• Professional conduct

• Be flexible and be prepared to occasionally work unusual hours, especially when the CEO is travelling and requires support while on different time zones

• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external

• Ability to organise and plan own work

• Excellent attention to detail, with the ability to maintain a high level of accuracy

• A flexible, proactive approach to work including the ability to prioritise and re-prioritise

• A flexible approach to work hours, accepting that there will be a degree of late working and weekend working

• Ability to work on your own initiative

• Ability to deal with sensitive information with discretion and to maintain confidentiality

• Excellent IT skills, including a working knowledge of presentation software packages, such as: Microsoft Office, Google Workspace, Slack and Keynote

START DATE:
ASAP

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SALARY:*
£30,000 - £40,000 dependant on experience

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LOCATION:* London, Oxford Street

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ACCOMMODATION:*
When / if required to travel abroad for work, accommodation will be provided

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BENEFITS:*

• Holiday allowance: 25 days, plus National UK Holidays

• Days in lieu are given for National UK Holidays worked where the employee is not offered an alternative midweek day off

• Company pension enrolment

• £15 contribution towards phone bill each month (when working abroad, foreign sim card will be provided, costs covered by FAB/ Client)

• FAB to arrange all working visas as required

• All equipment provided as required

• International travel insurance

• COMING IN 2023: paid volunteering leave to encourage employees to volunteer with a charity of their choice

• Enhanced benefits after a year of employment (enhanced sick leave, maternity / paternity leave / company bonus)

Job Type: Full-time