We are seeking an administrative professional for the London office. The ideal candidate will have a minimum of 1-2 years of office management support within a fast-paced client-services organization. Qualified applicants will also have the following: strong sense of professionalism, diplomacy and confidentiality; excellent coordination and written communication skills; the ability to handle multiple responsibilities and priorities; strong sense of attention to detail; exceptional interpersonal skills and must be proactive rather than reactive. Preferred candidates have strong Microsoft Suite experience; experience with business travel booking and expense reconciliation; and experience working in a professional services environment. Experience with Concur and Excel a plus but will train as necessary.
First point of contact for all visitors, external vendors, and staff. Greeting guests, escorting to meeting rooms and connecting with members of EG staff firmwide.
First point of contact for building/office space issues, working closely with security and Knotel management
General office management including:
Reception duties
Implement and maintain post-COVID office procedures, updating as per government guidelines and advice
Establish, develop, and maintain strong professional relationships with vendors and suppliers, including leading negotiations and implementing cost saving strategies where appropriate
Procuring office, kitchen and food supplies
Managing office asset and equipment inventory Fedex and other messenger services
Maintaining and updating London office manual
Managing office access cards, the condition of the office and arranging necessary repairs via Knotel management.
Meeting room coordinator:
Ensuring rooms are kept tidy and ready for both internal and external meetings
Coordinating catering for meetings as needed
Managing meeting room bookings IT liaison and facilitator
Overseeing general IT functionality
Working closely with the Director of IT and IT department to facilitate changing procedures, equipment set up etc. Basic functions may include changing printer cartridges and troubleshooting equipment
Managing IT equipment inventory including laptops, mobile phones, printers etc.
Finance liaison:
Overseeing London office budget
Coordinating vendor invoices and obtaining receipts
Handling bank statements and credit card reconciliation for accounts payable
Other responsibilities:
Ad hoc diary, travel management and expense reporting Event management – responsible for planning staff socials (summer and Christmas parties, birthdays, welcome/leaving dos etc.) and occasional client events.
General HR admin:
scheduling interviews for London hires onboarding,
setting up workstations, and conducting inductions for new members of staff
Setting up and hosting client conference calls
Administrator for the compliance committee Collaborate with business services team across all three offices (NY, DC and Brazil) providing support where needed.