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- Tasks: Manage daily operations, support teams, and coordinate meetings in a dynamic studio environment.
- Company: Join a creative studio that values collaboration and innovation.
- Benefits: Competitive salary, flexible hours, and opportunities for professional growth.
- Why this job: Be the backbone of our team and help create a vibrant workplace culture.
- Qualifications: Experience in administration and strong organisational skills are a must.
- Other info: Exciting opportunities for career advancement in a supportive environment.
The predicted salary is between 40000 - 50000 £ per year.
Responsible for overseeing the daily administrative operations of the studio to ensure smooth and efficient functioning. Supports teams using a wide range of professional skills such as scheduling meetings and appointments, coordinating office operations, and providing general administrative support to employees. Highly organized and motivated to take initiative in supporting company operations and teams.
Responsibilities
- Administrative Duties:
- Provides administrative leadership support and advises practice leaders accordingly.
- Supports Leadership Meetings and takes minutes as required.
- Schedules and organizes activities such as meetings, diary schedules, travel, conferences and interviews for leadership staff.
- Supports the Regional Commercial Business Leader with staff operations, including open job listings and the onboarding process for new hires.
- Performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations.
- Completes Company registration renewals.
- Manages and reconciles studio credit card charges and processes team and assigned leadership travel expense reports.
- Provides backup coverage for reception as needed.
- Trains employees in administrative and office duties as needed.
- Manages the office calendar to keep track of employee holidays and leave.
- Oversees any enhancements to the studio working environment such as office supplies, print room, kitchen, and meeting room facilities.
- Serves as the point person for office maintenance and facilities, supplies, business license renewal and invoices.
- Provides support for reception and advises accordingly.
- Oversees building management and facility vendors, including cleaning and security services.
- Manages and coordinates office activities, such as parties and celebrations.
- Provides leadership to the Health and Safety Committee, and supports ongoing health and safety needs for staff.
- Assists in the onboarding process and setup for new hires.
- Supports employees in using office systems, applications and software.
- Coordinates with the Information Technology team with regards to office technology needs.
Qualifications
- Accredited professional degree or an equivalent combination of education and experience preferred.
- Typically with 8+ years of related experience.
- Experience in MS Office Suite preferred, including Outlook, Word, Excel, PowerPoint and Teams.
- First Aid & Fire Marshall Trained preferred.
- Strong interpersonal skills and the ability to interact with all levels of staff.
- Ability to maintain appropriate degree of confidentiality.
- Ability to communicate in a clear, concise and professional manner both verbally and in writing.
- Ability to proactively problem solve and collaborate on innovative solutions.
- Ability to work in a team.
- Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice.
- Ability to work on multiple tasks and projects at the same time.
- Ability to effectively meet deadlines at expected quality.
If you currently work for HKS, please submit your application via the Internal Careers Portal.
Office Manager/Executive Assistant employer: HKS, Inc.
Contact Detail:
HKS, Inc. Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager/Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for an Office Manager/Executive Assistant role. You never know who might have the inside scoop on a job opening or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Tailor your responses to highlight how your skills in scheduling, office management, and team support align with their needs. Show them you’re not just any candidate, but the perfect fit!
✨Tip Number 3
Practice makes perfect! Conduct mock interviews with friends or family to boost your confidence. Focus on articulating your experience in administrative leadership and problem-solving, as these are key for the role.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to connect directly with us.
We think you need these skills to ace Office Manager/Executive Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV reflects the skills and experiences that match the Office Manager/Executive Assistant role. Highlight your organisational skills and any relevant administrative experience to show us you’re the perfect fit!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to tell us why you’re excited about this role and how your background makes you the ideal candidate. Keep it professional but let your personality come through!
Showcase Your Skills: Don’t forget to mention your proficiency in MS Office Suite and any other relevant software. We love candidates who can hit the ground running, so highlight any specific tools or systems you’ve used in previous roles.
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates from our team!
How to prepare for a job interview at HKS, Inc.
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Office Manager/Executive Assistant. Familiarise yourself with the key tasks mentioned in the job description, like scheduling meetings and managing office operations. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Organisational Skills
Since this role requires a high level of organisation, prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Be ready to discuss how you prioritised your workload and met deadlines, as this will highlight your ability to thrive in a busy environment.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving skills and ability to handle unexpected situations. Think of scenarios where you had to resolve conflicts, manage tight schedules, or support team members effectively. Practising these responses will help you feel more confident during the interview.
✨Demonstrate Strong Communication Skills
As an Office Manager/Executive Assistant, you'll need to communicate clearly and professionally. During the interview, focus on articulating your thoughts concisely and confidently. You might also want to prepare a few questions to ask the interviewer, showing your interest in the company culture and team dynamics.