Team and Office Manager United Kingdom - GCI

Overview

Who We Are

GCI Health is the leading global health impact agency built to realize the future of health. We turn client innovation into health impact through engagements that transcend traditional communications. From molecules to the masses, we embrace the entire healthcare spectrum in every corner of the world, spanning North America, Europe, Asia-Pacific and the Middle East. Our services include pipeline and product communications, brand marketing, corporate and enterprise communications, medical affairs and clinical trial marketing. GCI Health is a celebrated, highly respected healthcare agency with industry honours that include PRWeek Best Place to Work, PRWeek Global International Agency of the Year, MM+M PR Agency of the Year, PRovoke Media Global Healthcare PR Agency of the Year and PRovoke Media Agency of the Decade.

Role Overview

As a highly experienced administrator your contribution is pivotal to the successful running of GCI Health UK, which currently includes a team of approximately 30 consultants servicing leading healthcare companies. We are looking for someone with administration experience, a proactive and creative mindset, and a can-do, hands-on attitude, while playing a key role in the smooth operation of the agency and the wellbeing of the staff. You will be highly organised, an accomplished multi-tasker and exceptionally discreet. You will provide comprehensive, high-level administrative support and be at the centre of our executive and company management and operations. GCI Health has worked hard to nurture and build a business, environment and culture we are very proud of, recognised by our award as A Best Place to Work. You will always be expected to build the business and culture and to behave in a positive manner, motivating all staff you work with and those in the wider team both professionally and personally. You will be expected to be respectful, friendly, approachable and conscientious always and apply no unconscious bias to your management of the team.

Key Responsibilities

• Personal assistance to the senior team: Proactively support the MDs on a day-to-day basis including but not limited to diary management, travel logistics, timesheets and expenses etc. You will have a forward-thinking approach, always looking for ways to improve efficiency and anticipate future needs, requirements and support.
• Company administration: Assist with general office administration, including financial tasks such as expenses/POs/invoices, raising job numbers, liaison with internal teams, file management, new starter and leaver management, HR-related administrative tasks.
• Office management: Service the whole agency in an office management capacity including the organisation of our office space, online filing systems; maintenance of internal databases and intranet (as requested); office supplies; IT issues and requests; organising meetings, taxi bookings and couriers etc. Attendance in the office will be required approx. 2-3 days per week to coordinate team, office and MDs.
• Events management and staff welfare: Research, planning and management of regular team social events and coordination of wellbeing initiatives, and staff milestone celebrations and gifts. You will also plan, prepare for, and assist in executing high-level meetings for staff, and assist in pulling together company presentations/events run by the MDs for clients and the company as a whole.
• Confidentiality and discretion: Handle sensitive information, confidential projects, and personal matters with unwavering professionalism, integrity, and absolute discretion.
• Relationship management: Cultivate professional and effective working relationships with internal stakeholders (WPP, Burson, Rose Court), clients, partners, US colleagues, and external vendors on behalf of the MDs and wider company.
• Inclusion, equity and diversity: Everyone is expected to demonstrate flexibility in an evolving work environment and be part of an open supportive and inclusive workplace culture. We expect everyone to use self-awareness to deflect biases and seek out guidance through our dedicated IED resource on how to bridge differences between yourself and others and embrace ideas and opinions from diverse sources and individuals.

The job description is a summary of typical job functions and is not an exhaustive list of possible duties. The jobholder’s responsibilities and duties may differ from those outlined above. Other duties, as assigned, may be part of the job.

You Belong At GCI Health

Our vision is for GCI, a Burson Group company, to be the leading ‘academy company’ for creative communications professionals and emerging leaders. We provide a dynamic environment where ambitious colleagues come to elevate their skills, expand their networks, and ultimately, produce the best solutions for today’s leading brands. Our commitment to your growth is reflected in our robust benefits and people programs, which include professional development opportunities, mentorship programs with industry leaders, a vibrant and inclusive company culture fostering collaboration and innovation and packages designed to reward and retain top talent. We invest in our people because we believe their success is our success. We believe the best work happens when we’re together, fostering creativity, collaboration, and connection. That’s why we’ve adopted a hybrid approach, with teams in the office around four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.