Office Manager/General Asssistant in London

PLEASE NOTE: This is a 3 month contract - full time

Emilia Wickstead is excited to be recruiting for an Office Manager at its West London offices.

You will oversee all administrative activities that ensure the smooth running of the studio. You will be liaising with all departments including communications, design, production, HR and central functions as well as being the first point of contact for clients, guests and visitors to the studio.You will play an important part in ensuring that our office environment is comfortable, clean and a great place to work at.

In addition, there is an exciting opportunity to get involved in supporting the broader business in the Wholesale department.

The role requires an experienced, proactive and highly organised individual with a broad skillset who enjoys contributing to a thriving working environment.

WHAT YOU’LL BE DOING:

Visitors:

We want you to welcome, greet and assist our visitors, clients and guests in a friendly and professional manner providing them with information, directions and connecting them with the relevant individuals they are scheduled to meet. You’ll make them feel welcomed and provide refreshments and ensure that you communicate their arrival and are introduced to the appropriate member of staff

Deliveries and Collections:

You’ll be responsible for receiving and organising incoming mail and deliveries, ensuring they are properly logged and distributed to the appropriate recipient or department within the company.Similarly, with booked collections you’ll log and evidence pick-ups.

Studio Cleanliness:

Maintaining a clean and organised studio is important to how staff and visitors view our company. You will be responsible for keeping the reception area, meeting rooms, kitchen, bathrooms and general studio areas well-presented and you’ll liaise with external cleaning companies where appropriate. You’ll need to be happy to roll your sleeves up and get stuck in with any tidying and sorting out.

Meeting Room Bookings:

You’ll make sure that meeting room bookings are scheduled, amended, cancelled and that they are set up for important meetings e.g. Director Meetings, external visitors etc. Ensure meeting rooms are clean and tidy.

Kitchen Supplies:

We offer complimentary drinks and fruit to all our staff. You’ll monitor and restock kitchen supplies and other essentials eg groceries, snacks etc and ensure that the kitchen is always stocked and clean.

Office Supplies:

Having a good supply of office supplies e.g. paper and stationery means our staff can work efficiently.We’ll rely on you to monitor stock levels, order supplies and monitor any wastage. There will also be ad hoc ordering requests e.g from Atelier, design etc.

Building Maintenance:

You will liaise with our landlord or any relevant external companies on things such as heating, security, fire safety, rubbish, maintenance issues and sort out problems which may affect staff.

IT:

Deal with all IT issues from Head Office and Store e.g. new equipment, issues with Wifi, equipment upgrades etc. and liaise with IT help desk for bigger issues

HR:

You’ll work closely with our HR Manager to induct all new starters and ensure that all new starters have IT systems in place e.g. email addresses, computer, logins, fobs and that they have a clean and tidy desk area on their first day.

You will be responsible for maintaining the HR database and setting up starters and offboarding leavers.

For leavers you’ll ensure all equipment is handed back and any logins, passwords communicated to

our IT company. You will handle HR admin to support the HR Manager e.g tracking and monitoring absence, updating contact details etc

Assist the HR Manager to organise staff events e.g. monthly breakfast, staff parties, Wellness Week etc

Staff Celebrations and Company Events:

Celebrating birthdays and special occasions is a nice way to boost morale.You will be responsible for diarising birthdays and special occasions and ensure everyone in the company is aware when they occur.You’ll organise appropriate gifts etc and send out acknowledgements on the day.

You’ll also assist organising Company events e.g. monthly breakfasts, Wellness Week, staff parties.

Wholesale Support:

• Day to day management of the existing customer base, maintaining a clearprofessional communicationwithclients and providing swift responsive action to their requirements. Assisting in any compliance information needed.
• Assisting in weekly reporting by ensuring ST reports are sent to PreWrapped and pulled ahead of Ops meeting.
• Assisting in booking sales appointments for NY, Paris and London markets.
• Assisting in planning and execution of showrooms in London, Paris and New York and working closely withthe Head of Wholesale to ensure that the spaces look on brand. Travel will be required and valid passport/visas (if applicable) are needed.
• Creation of Line sheets, selling look books and other support sales material and post market documentation.
• Order maintenance in Zedonk.
• Compile Seasonal Sales Training for retail sales assistants.
• Assist in sample management, liaise with Marketing team to send out samples to partners for Ecom pre-shoots, Trunk shows and Marketing purposes.

Logistics:

Assist in the organisation of trunk shows and overseas events e.g. flights, shipping, general set up etc.

Ad Hoc:

Because you will be supporting all departments, you may be asked to run errands to support various team members. Things will really ramp up during London Fashion Week and so you will play an integral role in supporting our team in putting on a fabulous show. You will need to be flexible on hours during fashion week.

WHO WE’D LIKE TO HAVE ON BOARD

Firstly, you will be someone who enjoys variety, a fast pace and be willing to roll your sleeves up! You will be well presented, have great communication skills verbally and written and be someone who is happy and confident to seek out opportunities to support every department. No two days will be the same! The studio is based in Kensal Road, West London.

KNOWLEDGE, SKILLS AND BEHAVIOURS REQUIRED:

2 years + experience in a similar role, working in a fast-paced office environment

• A supreme, natural organiser who is able to time manage, juggle, flex, and adapt to an ever hanging environment
• A flexible approach to work, ability to cope with ambiguity & thrive in a high-pressure environment. This requires a self-starter with a hands on approach.
• Perfect verbal & written communication skills, able to adapt communication style to the audience.
• Confident and energetic to deal with the fast pace in our office
• A track record of demonstrable problem-solving skills in a fast-paced ever-changing environment
• The highest level of confidentiality & integrity and be highly responsive, organised and detail oriented.
• A team player, able to multi-task and prioritise tasks and deadlines
• Excel and Word skills

And of course, we have to ensure that you have the right to work permanently in the UK

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