Office Assistant

Company Overview

We’re an independent marketing technology agency based in London and New York, on a mission to combine technology and creativity to solve brands’ problems. We are one of the UK’s top 25 fastest growing start-ups, and we were the 33rd fastest growing company on the Financial Time’s 2019 top 1000 list. We bring together data, technology, content, and paid-media to drive revenue for brands. Our clients include Spotify, Google, Facebook, Nike, Waze, Just Eat, ASOS, Pret A Manger and adidas. Since being founded in 2014, Byte has grown to more than 130 brilliant people.

 

Our core services are:

  • Creative ideas development
  • Digital content production
  • Design and build chatbots
  • Voice bots 
  • Messaging experiences 
  • AR effects / lenses
  • Biddable digital media planning and buying
  • Data analytics and insight
  • Digital strategy
  • Marketing technology consultancy
  • Digital channel optimisation
  • Automation of internal and paid-media processes 
  • Dynamic creative

 

For more information, chat to our chatbot at www.bytelondon.com.

Job Purpose

The role of Office Administrator is varied, fast-paced and involves a high level of multi-tasking. You will work and provide support to all disciplines across the business and be the first point of contact for our clients, visitors and employees. You will be passionate about creating an environment for people to flourish and efficiency of daily office operations. From scheduling meetings, to communicating between teams, you will be responsible for completing multi-level tasks in a professional and timely manner.

 

If you are proactive and enjoy finding solutions then please get in touch.

 

Expected Outcomes

The Office Assistant will be expected to:

  • Maintain and create an enjoyable working environment 
  • Manage day-to-day office operations 
  • Deliver work to a high standard 
  • Meet and greet all guests and help with queries
  • Handle calls and all communication 
  • Book couriers and manage incoming and outgoing post
  • Maintain cleanliness and safety of all areas of the office, including kitchen and meeting areas
  • Oversee and manage meeting room scheduling
  • Coordinate desk assignment, moves and changes
  • Help people get equipment and stationery
  • Support with onboarding and off-boarding activities
  • Support with general admin and tasks

Key Responsibilities

The role of Office Assistant is exciting, varied and constantly evolving. In this role, you will be responsible for, but not limited to:

 

  • Liaise and establish a good relationship with building reception and facilities management
  • Maintain a safe workplace for all staff and oversee health & safety compliance and

Implementation procedures

  • Carry out general admin support on special projects (meetings, socials & shoots etc)
  • Setting up and down for company meetings 
  • Maintain an inventory and quality of office furniture 
  • Onboard new starters: liaise with HR to manage part of the onboarding activities
  • Offboard leavers: liaise with HR to manage part of the off-boarding activities
  • Handle individual IT issues (and escalate as necessary)
  • Make sure all computers are fit and ready for use
  • Liaise with Mac Expert to fix more complex IT issues
  • Management of office equipment: i.e. printers, IT equipment
  • Oversee printer maintenance and manage server maintenance
  • Support with general admin for the office such as, holiday allowance and space cadet spreadsheet
  • Manage temperature (i.e. heating, setting temp, AC, sourcing maintenance if needed)
  • Handle faulty equipment – coffee machine, toilets
  • Purchase office supplies (e.g. coffee)

Skills and Previous Experience Required

Our offering is advanced for the industry, we rely on great people to keep the office environment great and our people happy. To be considered for this role, you will need the skills or experience outlined below.

 

Essential:

 

  • Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc)
  • A passion for an organised and well-oiled workplace
  • Excellent organizational skills and high attention to detail
  • Experience of organising large groups of people
  • Loves learning and teaching new things
  • An active listener that loves solving problems
  • Great interpersonal and listening skills
  • Ability to work autonomously and find solutions without help
  • Focused under pressure and can get stuff done on a tight deadline
  • Very efficient, producing significant output with minimal wasted effort
  • A keen interest in Digital Marketing and Technology. 

 

Nice to have:

 

  • Experience working in and loving a start-up environment

Personal Attributes

 To complement the team dynamic:

 

  • Sense of humour
  • Self-starting
  • Easily bored
  • No ego
  • Extremely motivated
  • Professional
  • Adaptable and thrives with variety and change
  • Reliable and dependable
  • Calm and patient under pressure
  • Proactive and assertive
  • Inquisitive mindset
  • Honest and trustworthy
  • Learns quickly
  • Persistent and hard-working
  • Has high standards
  • Open to criticism and ideas
  • Clear communicator
  • Persuasive and inspiring
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