Octagon is seeking an experienced and proactive Office Manager & Executive Assistant to join our Shoreditch-based team, playing a key role in managing our dynamic office environment and supporting senior leadership. This role is integral to our People & Culture team and offers a unique opportunity to shape the office experience for our growing agency, ensuring a productive, welcoming, and well-organized workspace.
About You
With at least 18 months of experience in an office setting, you are highly organized, self-motivated, and enthusiastic about creating a positive office atmosphere. You excel in managing multiple priorities independently and can effectively ensure the smooth day-to-day operations of the office. A strong communicator with a knack for anticipating needs, you will bring your initiative, energy, and excellent organizational skills to elevate both the office experience and executive support.
This is a hybrid role, with four days onsite and one day remote.
Responsibilities
Office Management
1. Oversee daily office operations, ensuring the office runs efficiently and remains a well-maintained, enjoyable environment.
2. Serve as the primary liaison with building facilities for maintenance, repairs, and any operational issues that arise.
3. Maintain the cleanliness, order, and functionality of common areas, break-out spaces, and meeting rooms.
4. Manage kitchen supplies, snacks, and beverages, restocking as needed and coordinating weekly orders.
5. Handle all stationery needs, inventory control, and printer maintenance, liaising with IT for troubleshooting.
6. Organize and oversee both on-site and off-site storage spaces, ensuring they are orderly and available for client team needs.
7. Act as a designated First Aider and Fire Warden, with training provided.
8. Lead the planning and coordination of internal social events, team-building activities, and annual gatherings to foster a positive company culture.
9. Provide dedicated support to senior management, managing diverse tasks, projects, and administrative needs.
10. Coordinate travel logistics for senior leaders, including flights, hotels, and transfers, in accordance with travel policy.
11. Assist in the timely submission of weekly time reports and monthly expense reports for senior managers.
12. Support senior management with special projects and events, such as off-site meetings, client dinners, and procurement of client gifts.
Key Qualities for Success:
1. Organized and Proactive: You keep track of details and stay a step ahead in managing office needs and executive support.
2. Independent and Driven: You thrive in a solo role, balancing day-to-day responsibilities with the flexibility to handle unexpected tasks.
3. People-Centric and Energetic: You bring enthusiasm and a positive attitude to create a welcoming, productive workspace for everyone.
BENEFITS
We’re pleased to offer a wide range of benefits, including but not limited to the following:
1. Core benefits (available from start date) – flexible holiday allowance, AXA private medical insurance, life assurance, income protection, pension scheme with 4.5% employer contribution, Employee Assistance Programme.
2. Flexible benefits (available after probation) – Gymflex, dental insurance, travel insurance, health cash plan, Cycleshceme, interest-free season ticket loans.
3. A Flexible Workplace – we have a number of initiatives in place to ensure that our team have the flexibility to balance work with their lives, this includes flexible holiday and flexible working options.
4. We also run a number of internal programmes to support physical and mental wellbeing, alongside learning and development opportunities to support career development and progression.
WHO YOU’LL BE JOINING
Recognized as one of the “Best Places to Work in Sports”, Octagon is the global sports, entertainment, and experiential marketing arm of the Interpublic Group.
We take pride in being Playmakers – finding insightful, bold ways to create play in our work, our lives, and in the world. We believe in the power of play to create big ideas and unlock potential for our clients and talent.
The world needs play more than ever. Are you a Playmaker?
ABOUT US
Octagon is a global creative agency in sports, entertainment and culture.
We’re part of a wider family of agencies – the Octagon R&CPMK – a group of specialist agencies working with brands, athletes, and celebrities. Group agencies include Futures Sport & Entertainment, FRUKT and No2ndPlace. We’re all part of the Interpublic Group of Companies (IPG), one of the world’s most respected advertising networks.
Founded in 1982 with over 800 employees around the globe. Our Headquarters is in Stamford, Connecticut with further offices around the world including: New York, LA, Miami, McLean, Sao Paulo, Johannesburg, Sydney, Beijing, Shanghai, Hong Kong, Mumbai, Singapore, Seoul, Tokyo, Paris, Frankfurt, Munich, Barcelona, Madrid, London and Manchester.
We believe that great brands own an idea in the minds of their audience. For Apple, it’s creativity. For Nike, it’s performance. For BMW it’s Joy. For Coca-Cola, it’s happiness. For Mastercard, it’s priceless experiences.
We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at JobAppAccommodation@ipgdxtra.com. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.
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