Office Manager/General Asssistant

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.

WHAT YOU’LL BE DOING:

• Visitors: 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. 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: 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: Maintain a clean and organised studio. Responsible for keeping the reception area, meeting rooms, kitchen, bathrooms and general studio areas well-presented and liaise with external cleaning companies where appropriate.
• Meeting Room Bookings: Ensure 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: Monitor and restock kitchen supplies and other essentials e.g. groceries, snacks etc and ensure that the kitchen is always stocked and clean.
• Office Supplies: Monitor stock levels, order supplies and monitor any wastage. Handle ad hoc ordering requests e.g. from Atelier, design etc.
• Building Maintenance: Liaise with our landlord or any relevant external companies on issues such as heating, security, fire safety, rubbish, maintenance issues.
• IT: Deal with all IT issues from Head Office and Store e.g. new equipment, issues with Wifi, equipment upgrades etc. Liaise with IT help desk for bigger issues.
• HR: Work closely with our HR Manager to induct all new starters and ensure that all new starters have IT systems in place. Responsible for maintaining the HR database and setting up starters and offboarding leavers.
• Staff Celebrations and Company Events: Responsible for diarising birthdays and special occasions and ensure everyone in the company is aware when they occur. Organise appropriate gifts and send out acknowledgements on the day.
• Wholesale Support: Day to day management of the existing customer base, maintaining clear professional communication with clients and providing swift responsive action to their requirements.
• Logistics: Assist in the organisation of trunk shows and overseas events e.g. flights, shipping, general set up etc.
• Ad Hoc: Support various team members and be flexible on hours during fashion week.

WHO WE’D LIKE TO HAVE ON BOARD: Enjoy variety, a fast pace and be willing to roll your sleeves up! Well presented, with great communication skills verbally and written. Happy and confident to seek out opportunities to support every department.

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-changing environment.
• A flexible approach to work, ability to cope with ambiguity & thrive in a high-pressure environment.
• 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.
• Right to work permanently in the UK.