Description
At Haygrath, we specialise in Shopper, Retail and Brand Experiences to create powerful campaigns, both on the high street and online, creating transformational business change.Sure, we make amazing work. And our people are brilliant. but what makes Haygarth, Haygarth - is our culture. We like working together, and it shows. So talented people like working with us.Join us in Wimbledon Village and you could walk into a strategy slam (dogs welcome), a mental health chat, or a daily planking flash mob. And everyone's always welcome to join for a drink at our local. This is the lovely stuff that drives our creativity, boosts our results and puts smiles on our faces.The OpportunityTo manage the front of house, being the first point of contact providing an efficient and professional service to visitors and proactively managing all office related matters To provide thorough, responsive and proactive administrative support to the CEO and other members of the senior team, to facilitate and ease their busy schedules To provide administrative support across the Admin function of the agency including new business and marketing, HR and finance.This is a six month contract based in our Wimbledon Village office 5 days a week.What You Will do:Managing the front desk, meeting and greeting visitors, managing meeting room bookings, organising and receiving courier deliveries and ensuring the communal areas are kept tidy and presentable throughout the day Proactively manage all day-to-day office and building related matters Conduct daily office walkarounds to identify repairs or improvements needed to maintain the quality of the office environment to a high standard Project manage office refurbishments and upgrades as required; liaising with contractors, obtaining quotes and monitoring the work undertaken Manage the relationship with the cleaning company, providing feedback and ensuring high standards of service Oversee building access, ensuring new starters have the correct door access, through control and issue of security passes Manage the outsourced building security services, ensuring adequate training and level of cover Manage office facilities contracts, e.g. water coolers, coffee machine, sanitary bins, office plants etc. Responsible for Health and Safety regulations including Fire Drills and First Aid, maintain H&S policy and records, undertaking risk assessment, organising PAT testing and maintaining accident/incident records Undertaking pregnancy risk assessments and actioning outcomes/findings Onboarding and offboarding on Workrite, the agency's H&S e-learning platform and ensuring completion of all required training modules Manage the ordering of stationary, refreshments and other office supplies Admin Support:Efficient diary management for the CEO, Joint MDs, in addition to other Board members as required Organising internal and external meetings, booking rooms and organising refreshments/catering when needed Reconciling AMEX and company credit cards and processing Board members expenses Raising POs for supplier invoices Responsible for compiling the monthly Company Update presentation; liaising across the business to collate relevant content and produce a polished PowerPoint presentation, adhering to company branding. Organising UK and global travel arrangements: Seeking appropriate budget approval Liaising with BCD Travel (Omnicom Travel Agents) and raising POs as required Booking trains and accommodation Ensuring necessary visas are in place Managing the company taxi account with Addison Lee. Organising company events as required, including senior team planning days, offsite company aways days and client meetings/events Who You Are:Excellent written and verbal communication skills – ability to liaise and build relationships at all levels Ability to work autonomously, but open and responsive when taking direction High level of attention to detail Exceptional organisational skills with the ability to prioritise, multi-task and meet deadlines Proficient in the use of MS Word, PowerPoint and Excel. Working at Haygarth 'The Power of We' is our agency ethos….because we recognise that we are only as strong as the bonds we create. That by lifting each other, we rise as one. And through open, supportive and collaborative culture, we can achieve great things to deliver transformative creativity that genuinely makes a difference. What this means…Our agency is only as strong as those who work for us. That's why we prioritise the wellbeing and development of our people in everything we do.Our values: We is….leading with integrity: Being open and honest, supporting each other and having each other's backs. We is….being all in: Being passionate, courageous and doing what we believe is right. We is…inspiring each other every day: Being curious, pushing beyond the obvious and sharing in each other's genius.Haygarth is an inclusive agency committed to promoting equality and valuing diversity. We welcome applications from candidates from all backgrounds, regardless of ethnicity, sexuality, disability, age, religion or any other protected characteristic.