The Office Manager will play a key role managing our UK Office operations, based in our London office. This person will report into our Executive Support team and be present in the office Monday - Friday between 8:45am - 5:30pm.
RESPONSIBILITIES
Office management:
1. Reception duties: welcoming guests, guestlist management and receiving and handling incoming calls alongside the Team Assistant.
2. Maintain a high standard of office aesthetic: working with our team assistant to ensure meeting rooms are client-ready at all times, liaising with vendors and addressing maintenance concerns, conducting regular office sweeps to maintain tidiness of team areas and replenishing snacks and drinks as needed.
3. IT and AV management: handling requests and enquiries from the team regarding any issues relating to our equipment and the AV tech around the office, as well managing the team equipment.
4. Supplier liaison: being the main point of contact for all office related supplies such as the building team and external contractors.
5. Health and safety: managing the health and safety requirements within the office such as organising First Aid and Fire Warden training and working alongside our H&S contractors to ensure requirements are met as needed.
6. Office insurance: working alongside our brokers to renew and maintain all insurance cover such as Travel, Cyber and Management Liability.
Operational management:
1. Organise internal events (e.g., team socials) as part of the culture team and assist with external events (e.g., client networking) when called on.
2. Manage our tools and media subscriptions: maintaining accurate records, handling team requests and renewals.
3. Supporting the People Director on administration for our benefits including setting up/removing members from our private health insurance policy, setting up/removing Classpass members, handling team enquiries, etc.
4. Onboarding and offboarding all members of UK staff, ensuring equipment is ordered and set up, new starters are welcomed and given an office 101 and tour, ongoing troubleshooting as colleagues get up to speed.
5. Conduct ad hoc research and administration projects where needed.
6. Holiday cover for fellow 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.
Skills & experience
* Minimum 3 years experience in a similar assistant role or equivalent (e.g., Office Manager, Operations Manager, Lead 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, deadlines 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.
* First Aid and Fire Warden Training.
* 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 transatlantic advisory firm working with influential companies and individuals on their reputation-defining communications and policy challenges. We work with established and emerging technology companies, global investors, iconic brands, renowned sports franchises and influential individuals. We collaborate across locations and disciplines to combine our judgement, deep subject-matter expertise and innovative use of technology to deliver impact for our clients. We root our strategies in data insights and research on the audiences that matter, messages that work, and communications channels that deliver. We are an independent, employee-owned company, which means we have the freedom to invest in our people and our culture, and everyone shares in our success.
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 network 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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