People & Operations Assistant

ANOTHER A STORY

ANOTHER A STORY DESIGNS AND PRODUCES BRAND EXPERIENCES FOR CLIENTS SUCH AS HERMÈS, CHANEL, DIOR, CARTIER, DRUNK ELEPHANT, BREGUET AND MANY MORE.

THE EXPERIENCES RANGE FROM INFLUENCER TRIPS TO POP UP SHOPS, EVENT SET UPS, INSTALLATIONS AND LOUNGE ACTIVATIONS. THE COMPANY HAS AN OFFICE IN LONDON AND LOS ANGELES AND PRESENCE IN DUBAI, NEW YORK, MIAMI AND PARIS.

THE TEAM OF 30+ CONSISTS OF DESIGNERS, PRODUCERS, COORDINATORS AND A FINANCE AND OPERATIONS TEAM.

JOB TITLE: PEOPLE AND OPERATIONS ASSISTANT I LONDON OFFICE

REPORTING INTO: GLOBAL PEOPLE AND OPERATIONS MANAGER

ROLES & RESPONSIBILITIES

WE ARE SEEKING A HIGHLY ORGANISED AND DETAIL-ORIENTED JUNIOR PEOPLE & OPERATIONS ASSISTANT TO SUPPORT OUR GROWING TEAM WITH OFFICE OPERATIONS, HR ADMINISTRATION, AND SUSTAINABILITY INITIATIVES. THIS ROLE WILL ASSIST IN ENSURING THE SMOOTH DAY-TO-DAY RUNNING OF THE OFFICE, CONTRIBUTE TO SUSTAINABILITY EFFORTS, AND PROVIDE HR ADMINISTRATIVE SUPPORT. THE IDEAL CANDIDATE WILL HAVE A PASSION FOR ORGANISATION, A TALENT FOR ADMINISTRATIVE TASKS, AND THE ABILITY TO THRIVE IN A STRUCTURED, DYNAMIC ENVIRONMENT.

OFFICE SUPPORT

· MAINTAIN A WELL-ORGANISED, CLEAN, AND FUNCTIONAL OFFICE ENVIRONMENT, ENSURING ALL AREAS ARE TIDY AND STOCKED WITH NECESSARY SUPPLIES.

· ACT AS THE PRIMARY POINT OF CONTACT FOR OFFICE-RELATED QUERIES AND LIAISE WITH EXTERNAL VENDORS AND LANDLORDS WHEN NEEDED.

· MANAGE OFFICE PURCHASES, TRACK BUDGETS, AND ENSURE SPENDING STAYS WITHIN APPROVED FINANCIAL LIMITS.

· HANDLE COMPANY SUBSCRIPTION MANAGEMENT, ENSURING RENEWALS AND PAYMENTS ARE TIMELY.

· ARRANGE AND MANAGE CLIENT GIFTING, ENSURING THE APPROPRIATE GIFTS ARE SENT ON KEY OCCASIONS.

· OVERSEE STORAGE LOGISTICS, INCLUDING POST-EVENT INVENTORY AND ARRANGEMENTS FOR THE REUSE OR DISPOSAL OF MATERIALS.

· COORDINATE ALL TRAVEL BOOKINGS FOR THE TEAM, ENSURING COMPLIANCE WITH APPROVED PROCESSES AND BUDGETS.

· MANAGE IT-RELATED QUERIES SUCH AS COORDINATING WITH EXTERNAL IT SUPPORT, TROUBLESHOOTING BASIC ISSUES, AND ENSURING PROPER SETUP FOR NEW EMPLOYEES.

· ORGANISE MEETINGS, COMPANY-WIDE ACTIVITIES, AND TEAM EVENTS, SUCH AS TEAM-BUILDING DAYS OR HOLIDAY CELEBRATIONS.

HR SUPPORT

· ASSIST WITH POSTING JOB ADVERTS ON SOCIAL MEDIA PLATFORMS SUCH AS LINKEDIN AND INDEED, AND HELP SHORTLIST CANDIDATES BY FILTERING PROFILES.

· SCHEDULE INTERVIEWS, INCLUDING INTRO CALLS, SECOND INTERVIEWS, AND FINAL ROUNDS, ENSURING FEEDBACK IS LOGGED IN THE RECRUITMENT SYSTEM.

· ASSIST WITH ONBOARDING NEW EMPLOYEES, INCLUDING PREPARING WELCOME PACKS, ORGANISING OFFICE TOURS, AND SETTING UP TOOLS LIKE LAPTOPS AND EMAIL ACCOUNTS.

· HELP WITH REGULAR CHECK-INS FOR NEW EMPLOYEES, INCLUDING 30/60/90-DAY REVIEWS, AND ENSURE PROBATION PERIODS AND KEY DATES ARE RECORDED.

· ORGANISE MEETINGS WITH THE FINANCE TEAM FOR ONBOARDING SESSIONS AND HAND OVER NEW EMPLOYEES TO THEIR RESPECTIVE HEADS OF DEPARTMENT.

SUSTAINABILITY SUPPORT

· ASSIST IN IMPLEMENTING SUSTAINABILITY PRACTICES ACROSS THE AGENCY'S OPERATIONS AND EVENTS.

· SUPPORT EFFORTS TO REDUCE THE ENVIRONMENTAL IMPACT OF EVENTS BY PROMOTING SUSTAINABLE EVENT MANAGEMENT AND CIRCULAR ECONOMY PRINCIPLES.

· HELP TRACK SUSTAINABILITY DATA AND ASSIST IN CREATING REPORTS FOR BOTH INTERNAL USE AND CLIENT PRESENTATIONS.

· COLLABORATE WITH PRODUCTION TEAMS TO ENSURE MATERIALS ARE REUSED WHERE POSSIBLE AND SUSTAINABILITY GUIDELINES ARE FOLLOWED.

REQUIREMENTS

· STRONG ORGANISATIONAL SKILLS WITH THE ABILITY TO MULTITASK AND PRIORITISE IN A FAST-PACED ENVIRONMENT.

· EXCELLENT VERBAL AND WRITTEN COMMUNICATION SKILLS.

· PROFICIENCY IN MICROSOFT OFFICE SUITE (WORD, EXCEL, POWERPOINT) AND PROJECT MANAGEMENT TOOLS SUCH AS MONDAY.COM.

· BASIC KNOWLEDGE OF SUSTAINABILITY PRACTICES AND A PASSION FOR CONTRIBUTING TO A GREENER WORKPLACE.

· ABILITY TO MAINTAIN CONFIDENTIALITY AND HANDLE SENSITIVE INFORMATION WITH DISCRETION.

· PRIOR EXPERIENCE IN AN ADMINISTRATIVE OR ASSISTANT ROLE

WHAT WE OFFER

· THE OPPORTUNITY TO WORK ON SOME OF THE MOST PRESTIGIOUS EVENTS WORLDWIDE, INCLUDING WORKING CLOSELY TOGETHER WITH OUR US TEAM

· A DYNAMIC, CREATIVE, AND SUPPORTIVE WORK ENVIRONMENT WITH THE CHANCE TO COLLABORATE WITH A GLOBAL NETWORK OF TALENTED PROFESSIONALS

· COMPETITIVE SALARY AND COMPREHENSIVE BENEFITS

· OPPORTUNITIES FOR PROFESSIONAL GROWTH

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