Job Title
Office Manager/ Personal Assistant
Department
Business Support
Location
Edinburgh (in-office role)
Hours
15-22 hours –2-3 days (negotiable and very flexible)
Permanent or Fixed Term
Permanent (3-month probationary period)
Who are The Freethinking Group and Republic of Media
With offices in Manchester and Edinburgh, The Freethinking Group is a dynamic marketing services group combining a media planning and buying agency called Republic of Media plus a programmatic company, data business and more.
Republic of Media is an agency with an emphasis on creativity combined with commercial focus. We specialise in communication planning, media buying, brand building, digital media and innovation. We plan and buy advertising space on behalf of clients such as bet365, The Scottish Government, Magners Cider, Highland Spring, Landsec, Beaverbrooks and many others. We are a talented and fast-growing team, currently of 73 people.
The Role
We are looking for an office manager to join our team in Edinburgh for an office of 36 people with tasks including planning and arranging events, making travel bookings, dealing with telephone queries, project work, managing deliveries of milk, groceries and fruit, organising repairs, liaising with the building manager and other tasks.
In addition, the role will include elements of providing personal assistant/administrative support to members of the Leadership team – especially the CEO. The role will involve the co-ordination, preparation and minute taking of senior meetings, diary management, making travel bookings etc.
The successful candidate will need to be able to work as part of a team, have experience of working in a varied administrative role, creating an ability to manage multiple tasks and prioritise workloads.
In return, you’ll find a fun, creative and ambitious company with shared rewards for success.
The Benefits
As well as salary, you’ll be part of a profit-linked company bonus scheme that has paid out at least 2 weeks salary in each of the last 10 years. Other benefits include:
* Pension (after 3 months’ service, with the company matching your contribution, resulting in 10% of your basic salary being saved into the Pension scheme)
* 36 days holiday inclusive of flexible Public Holidays & the seasonal office closure (pro rata if part time)
* Enhanced parental leave
* Private medical insurance (opt-in) plus Vitality Wellbeing at Work for all
* Fruit, snacks and great coffee
* Long service awards and a great social programme
Job Description
Key Responsibilities
* Providing support & cover for the dedicated multi-site office manager across a range of facilities tasks cross office
* Liaison with external contractors; cleaning, security, landlord, R&M, local authority, fire drills/safety for the local site
* Arranging internal and external meetings/room bookings and in-house catering, guest management
* General office upkeep
People
* Personal assistant duties to the leadership team, reporting directly to the CEO
* Travel bookings & event management for senior leadership team in line with budget, policy & procurement guidelines
* Relationship building & liaison with external partners
* Effectively co-ordinating and supporting internal and external meetings, including accurate minute taking
Deliverables / measures of success
* Successful time management of multiple tasks and adhering to set/agreed deadlines
* Successful completion of all set training courses and programmes
* Excellent written and verbal communication demonstrated day to day
* Successful management of offices across a dual location
* Building and maintenance of internal & external-supplier relationships
* Focused and calm under pressure
* Highly organised and thrives working in a busy environment
* Contribution to ideas around space management & optimisation
Key requirements, technical and person
* Prior experience in a similar role – even better if in the advertising or creative agency space
* Well organised & proactive
* Project management capabilities
* Strong written and verbal communicator
Diversity and Inclusion Statement
Republic of Media is an equal opportunities employer, committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.
We actively aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply. Please advise of any reasonable adjustments that we can make to allow you to apply and at any stage in the process.
Application
To apply, please send your CV and covering letter outlining why you are a suitable candidate to jobs@republicofmedia.co.uk. Please put ‘Edinburgh Office Manager’ in the email subject line.
No closing date has been set but successful candidates for the first stage of the process will be notified by 16th April 2025 at the latest.
Seniority level
Entry level
Employment type
Part-time
Industries
Advertising Services
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