We are hiring: Executive Assistant/Office Manager

posted: 6/01/22

An exciting opportunity has become available at Hodder+Partners for a highly proficient Executive Assistant/Office Manager.

This is a central role within the practice managing core operational functions of the studio ensuring the smooth running of the practice.  You will be the main point of contact both internally and externally and you will oversee all aspects of the studio alongside full Executive Assistant duties to the Chairman and Managing Director.  The job holder will have a can-do attitude, be highly organised, confident in communicating at all levels with the highest of professionalism and pre-empt the needs of the studio and team.

Day to day key duties and responsibilities include but are not limited to:

Full Studio Management

  • Answering and filtering the phones and post
  • Facilitating meetings and visitors to the practice
  • Ordering of stationery and office supplies to the studio within budget
  • Oversee the maintenance of studio equipment and supplies
  • Liaise with external IT and printing companies
  • Ensure server back up and storage

Marketing

  • Preparing content and updating social media accounts and the company website using WordPress
  • Assist the team in producing project brochures planning boards using inDesign
  • Assisting in awards and competition submissions

Administration

  • Timesheet management
  • Project document control
  • Electronic and hard copy filing, full management of the archive
  • Preparing and communicating office documentation such as letters, fee proposals and invoices
  • Assisting with recruitment and conducting new starter inductions
  • Management of the CPD programme
  • Holiday and sickness monitoring
  • Management of the zoom meeting facilities

Executive Assistant

  • Full diary management of the Chairman and Managing Directors diaries
  • Booking of travel and management of itineraries including both national and internal
  • Organising personal commitments for the Chairman and Managing Director
  • Organising practice social events
  • Making sure the Chairman is prepared fully for all meetings with documentation and any information which is needed

Knowledge and Skills

  • Proficiency in Microsoft Office packages essential
  • Knowledge of accounting software and document control desirable
  • Strong communication skills
  • A keen eye to detail is essential along with being highly organised working both independently and within a team
  • A willingness to do what it takes to assist the studio in all aspects of what it needs to run smoothly

Please send your CV and cover letter to Lynsey Stott l.stott@hodderandpartners.com