Administrative Assistant, Part Time London, W1F 0TA in City of Westminster

Crossmedia is the global media independent. We’re committed to doing media and business the right way, guided by the principles of TRUST, REASON and the Pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full-service media planning & buying agencies in the nation. We are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul. We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget. And we do it in an honest way. We are and always have been a values-based organization. We earn our clients TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to finding solutions to our clients’ greatest business challenges. The Pursuit of HAPPINESS matters to us. Big time. We invest in each colleagues’ professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we have been the top ranked media agency named to Ad Age’s Best Places to Work for the past seven years in a row. We have offices in the US in New York and Philadelphia, with employees across 25+ states, as well as in London and Germany. Our client roster includes U.S. Bank, Invesco, Newell Brands, NASCAR, Planet Fitness, American Cancer Society, Ricola, Herschend Family Entertainment, Edible Arrangements and more.

YOUR ROLE

We’re hiring part-time Office Administrative Assistant for our London office to work three days a week, Monday, Wednesday and Thursday. Responsibilities include operations, reception and administrative duties; specifically:

• Office Operations
  • Maintain a presentable office space including tidying kitchen and open areas
  • Manage office supply inventory, replenishing items as needed while maintaining cost-effective purchasing practices with the support of US-based Ops team
  • Coordinate vendors for office & equipment maintenance and troubleshoot as needed with the support of the US-based Operations team
  • Process and pay office-related bills in a timely manner, keeping accurate records of expenses and any issues are resolved
• Reception
  • Register and greet visitors, receive and ship mail
  • Internal & external client meetings/event preparation, execution and cleanup
  • Manage the planning, set-up, running and cleanup of onsite events
  • Prepare conference rooms for meetings, ensuring they are equipped with necessary supplies and technology is in good order
  • Support internal cultural programming & initiatives (e.g. weekly burgerday lunch)
• Administrative Support
  • Assist senior executives with expenses and ad hoc travel arrangements, including booking flights, hotels and local transportation as needed
  • Distribute memos and other communications for office-wide distribution
  • Provide general administrative assistance with the support of US-based admin team

REQUIREMENTS

Energy with a commitment to excellence! This role is part of the Crossmedia global Operations team with specific support of the London office and Germany-based executives. The right candidate embodies the following:

• Warm, outgoing personality with professional, service-oriented attitude
• Hospitality, retail or office-related experience, preferably managing a front desk
• Great listener with excellent verbal and written communication skills
• Detail-oriented with strong organizational skills
• Able to multi-task, prioritize & follow-up
• Resourceful with a high level of personal dedication & motivation
• Fluent in Microsoft Office for Mac (Outlook, Excel, Word, PPT); SmartSheet familiarity a plus
• Able to lift 25 lbs

SALARY

£21,000.00 per annum Part-time, 24 hours per week. Permanent Contract. We offer company wide benefits. Based in London, W1F OTA.

CROSSMEDIA BENEFITS

Our principles of Trust, Reason, and the Pursuit of Happiness are brought to life through benefits that recognize and support the diversity and physical, emotional, and professional well-being of our people, including:

• Flexibility to work in hybrid manner with in-office and work from home options (depending on role).
• Open/Flexible PTO with US & UK specific policies
• Sponsored healthcare options and agency-wide physical & mental health support
• 401k with company match (USA), and generous Pension (UK)
• Paid sabbatical at significant milestone anniversaries
• Generous paid parental leave policy
• Life milestone recognition & support
• The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
• Cell phone/tech reimbursement
• Student Loan payment plan (US)
• Learning & Development and training programs
• And burgers – lots and lots of burgers

COMMITMENT TO DIVERSITY AND INCLUSION

Diversity is in our DNA. As a minority-owned company, our commitment to an inclusive environment has long been embedded into agency practices and at every level. Almost one third of senior leadership identifies as a person of color and over half of our executive leadership are women. We have active mentoring & internship programs that create opportunities for underrepresented groups. Internal agency programming is anchored by XMEquity365, a permanent, year-round initiative fostering acknowledgement and support of marginalized communities within five pillars – Excellence, Voices, Education, Giving & Representation. Crossmedia is committed to providing equal employment opportunities and creating a diverse and inclusive company culture and that does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other basis prohibited by applicable federal, state, or local law.

All job requirements are subject to possible revision to reflect changes in the position requirements, business necessities and/or to reasonably accommodate individuals with disabilities. Essential and other job functions are subject to modification. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with laws in the US and UK). Continued employment remains on an “at-will” basis. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions in compliance with the American with Disabilities Act of 1990 (US based).

Physical Demands:

Prolonged periods of sitting at a desk and working on a computer. Must be able to remain in a stationary position 50% of the time. Ability to stand, bend, and reach. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. The ability to observe details at close range (within a few feet of the observer).

In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Crossmedia, please email people.team@xmedia.com.