The Team Assistant will play a key supporting role in our UK Office Management team, based in our London office. This person will report into our UK Office Manager and be present in the office Monday - Friday between 8:45am - 5:30pm.
RESPONSIBILITIES
Office support: Contribute to a high functioning and positive working office environment
1. Reception duties: welcoming guests, receiving and handling incoming calls, managing post and other deliveries
2. Office upkeep: ensure meeting rooms are client-ready at all times, liaise with vendors and address maintenance concerns, conduct regular office sweeps to maintain tidiness of team areas and replenish snacks and drinks
3. Office supplies: maintain supplies including first aid materials, stationery, IT equipment, ensuring we are always well stocked
4. Food and drink: manage the weekly food order; conducting stock takes and putting it away. Supporting any food and drink needs for both internal and external meetings and events including managing our weekly all-team lunch
5. London office fire warden and first aider
6. London office IT and AV upkeep; understand our systems to support our team troubleshooting when issues arise and set up presentations
Ad hoc project support and administration across systems, such as G-Suite, HiBob, NetSuite
Europe team support: Ensure our team are supported to do their best work at all times
1. Credit card reconciliation for European team: monthly card transactions and receipt matching, senior team expenses (shared with OM/ES team)
2. Oversee team and client gifting: coordinating gifts for various occasions throughout the year, managing the annual holiday hampers for clients, and handling any additional ad hoc client gift requests
3. Assist with internal events (eg. team socials) and external events (eg. marketing dinners or drinks)
4. Support the UK Office Manager on tools and media subscriptions: maintaining accurate records, handling team requests and renewals
5. Project manage our weekly Lunch and Learn sessions in collaboration with a Director: planning out the schedule, liaising with speakers and setting up presentations
6. Organise quarterly team headshots: maintaining records and filing, liaising with our vendor and managing internal communications around them
7. Manage tracking and analysis of internal weekly time tracking questions to share with our finance and resourcing teams every Friday and Monday
8. Conduct ad hoc research and administration projects where needed, including team diary management, travel booking, etc.
9. Holiday cover for Office Management and Executive Support colleagues
Contribute to a collaborative and inclusive work environment
1. Giving and receiving feedback to/from colleagues at all levels in the firm
2. Actively seeking input or assistance from others and reflecting their contributions
3. Demonstrating allyship to all colleagues
4. Supporting the wellbeing of everyone on the team
Skill and experience
* Minimum 2 years experience in a similar assistant role or equivalent (e.g. Team Assistant, Office Assistant, Personal Assistant, Administrator, Receptionist)
* A fluent command of verbal and written English
* An ability to express ideas fluently and persuasively in order to recommend the most effective approach
* Experience of project management, including planning and delivering priorities to meet agreed goals, deadline and budget
* Experience liaising and maintaining relationships with external suppliers, vendors and other third parties
* Successful applicants must have the right to work in the United Kingdom
* Desirable: Experience with Google Suite products (G-Docs, G-Sheets, G-Slides)
What we offer in return
* Competitive and fair base salary determined through annual industry benchmarking
* Discretionary twice-yearly bonuses
* Apple iPhone and MacBook
* 26 days annual leave, plus English Bank Holidays
* 4% employer pension contribution
* Private healthcare insurance with Aviva for yourself and children
* Access to 24/7 mental health support and counselling through company insurance
* Annual eye test and annual flu jab
* ClassPass membership
* Income Protection insurance
* Death in Service insurance
* Variety of team events, such as charity socials, external speakers and firm celebrations
* Selection of breakfast foods and snacks, plus a team lunch every Thursday in the office
ABOUT US
Milltown Partners is a global advisory firm working with influential organisations and individuals on the communications and public policy challenges that define their reputations. We are an Employee Ownership Trust which means that we’re fully independent and will remain so; the people who work here own the company and share in its success. We will continue to do what we've always done: take the long view, build a business aligned to our values, invest in our people and their development, and innovate to improve the quality of our advice by combining our deep sector-specific knowledge and research-driven approach.
DIVERSITY, EQUITY AND INCLUSION AT MILLTOWN PARTNERS
We believe cultivating a diverse, equitable, and inclusive environment is core to our culture and success. As an employee-owned business we’ve taken steps to embed these principles across the way we work and how we show up for each other. Our view is that great work and ideas can come from anyone regardless of their background, age, gender, race, religion, ethnicity, sexual orientation, or disability.
We have ambitious DEI initiatives driven by a team of senior leaders across our organisation. We are focused on improving representation at every level, enhancing everyone's sense of belonging, and empowering our communities through pro bono work. We weave these ideals into how we approach the firm’s growth: attracting talent, expanding our networks, and ensuring impactful work for our clients. Our vision is to be amongst the world’s most inclusive places to work.
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