Hybrid

Agency :

Havas Group

Job Description Summary :

The Administration Assistant assists executives and provide high-level administrative support. Responsibilities include calendar management, expense reports, travel, etc.

Job Description :

This role is based in the office 5 days a week

Overall objective:

Work as part of a team adding value and an excellent level of service to the clients and staff in the building.

Being an integral part of the team; know what is going on and who is doing what and where everything is.

To ensure that the offices at HKX are presented to an exemplary standard.

• Personal Assistant
  • Proactively managing Building Services Director’s inbox. Delegating emails that can be and/or dealing with them directly.
  • Managing Building Services Director’s diary; rearranging clashes, organising meetings and appointments, including room bookings for meetings
  • Dealing with expenses in a timely manner
  • Booking travel

• Internal Communications
  • Putting all internal comms relating to the building onto hQ – H&S, Kings Cross events, manicures, massages, local offers etc
  • Filing updated policies into the hQ Library and ensuring they are always in date
  • Keeping the A-Z of HVL up to date

• Operations Databases
  • Filing and upkeep of the HVL Integrated Management System
  • Managing the Building Services filing systems
• Managing the Building Services Team Helpdesk system. Ensuring calls are answered in a timely fashion and delegated fairly.
• Logging calls with KCES
• Raising DACs for our internal finance approval process
• Raising POs for the team and liaising with suppliers
• Project admin support

• Building Services
• Being point of contact for the Building Services Team (phone/face to face) and directing them to the right person/department
• Organising birthday cakes and team drinks trolleys
• Minute taking for Disaster Recovery and Health and Safety Team meetings
• Managing expenses for Senior Building Services Team
• Placing orders using the Company credit card
• Helping create/administer access control passes when required

This list is not exhaustive!

Here at Havas across the group we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual’s ability to perform their job

#LI-PH1

Contract Type :

Permanent

Here at Havas across the group we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual’s ability to perform their job.