A Fashion company based near Custom House (The Docklands) are looking for a personable and organised PA/Studio Manager. Working across the departments you will oversee the smooth running of the fast-paced studio and be a positive presence to the team. You will take ownership of the space, ensuring it is a welcoming environment for staff and clients, ensuring efficiency for the day-to-day running of the company. This pivotal role requires flexibility and multitasking as you will be working on numerous projects and tasks at any one time, so you’ll be confident in prioritising your workload as well as with various I.T systems and Google Workspace. You will also be confident working alongside the Senior Leadership Team, displaying professionalism and discretion at all times.
Responsibilities:
1. PA & Admin
1. PA services to the Senior Leadership Team including diary management and travel arrangements.
2. Booking and coordinating travel arrangements for SLT and senior staff.
3. Managing the meeting room calendars and ensuring available for client meetings when needed.
4. Planning and coordinating company socials.
5. Available to take notes in client meetings or management meetings.
6. Maintain and file legal documents required such as NDA’s, T&C’s and GDPR ensuring they are up to date and supplied to freelancers/suppliers.
2. Studio Resources
1. Oversee resources and showroom spaces for client meetings, ensuring the studio is well-prepped in advance with samples and supporting materials.
2. Manage stock within the studio ensuring it can be tracked and ordered when required.
3. Planning of studio resources.
4. Administering and ensuring support is provided for all special/one-off projects as required.
5. Supporting with additional activities such as photoshoots, trade shows, client meetings.
6. Approving management team holidays ensuring resources are covered.
7. Oversee budget for studio.
8. Printer and paper management.
9. Oversee studio packaging and stationery ordering.
3. IT and People
1. Onboarding and offboarding of colleagues, submitting requests to the IT team and ensuring all relevant stakeholders are informed.
2. Support performance management framework and KPI setting.
3. Taking responsibility for employee journey when joining the business and leaving.
4. Owning the administration of HR software and files in Google Drive.
5. Oversee the recruitment to ensure jobs are posted, candidates captured, interviews scheduled to ensure a smooth process alongside the hiring manager.
4. Facilities
1. Maintenance and improvements of the studio space, purchasing studio storage, equipment and furniture as required.
2. Being the main key holder for the company. Managing security systems e.g alarm system, entry fobs, signing in.
3. Managing renewals and negotiations on overhead supplier contracts.
4. Managing studio cleaning requirements, daily and ad-hoc.
5. Maintain H&S requirements including Emergency Procedures, Fire Risk Assessments, Fire Marshall responsibilities, planning and sometimes delivering training.
6. Liaise with the landlord regarding contract renewals, service charge, and report any issues that need resolving with the UK premises.
7. Receiving post and stock transfers, updating systems to reflect stock movement.
About You
1. A flexible "can-do" attitude, willing to roll up their sleeves and make a vital contribution to a busy and fast paced team/working environment.
2. Strong written and verbal skills, a great communicator.
3. I.T proficient with Google Workspace experience.
4. Personable, positive, self-motivated and calm under pressure.
5. Incredibly detail-oriented and organised with a solutions-oriented mentality.
6. Able to contribute fresh ideas and deliver improvements.
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