PA/Office Studio Manager

Pell Frischmann
London (Greater)
05 Apr 2019
05 May 2019
Contract Type
Full Time
Position: Personal Assistant / Studio Manager

Start date: April 2019

Annual salary: 18 – 21k

Location: Clapham Junction, London

We have a very exciting opportunity for a self-starting Personal Assistant / Studio Manager to join our team on a permanent, full time basis. We are looking for someone with a can-do attitude that is happy to turn his or her hand to absolutely anything in order to keep our management team organised and to also keep the busy creative studio ticking over smoothly.

We are looking for someone who has a bright and likeable personality but that is also able to speak their mind and use common sense for situation management and decision-making.

We are small studio with a close-knit, family feel. The Personal Assistant / Office Studio Manager will work alongside the management team on a daily basis and will gain unparalleled exposure to the ins and outs of running a profitable, award winning design studio in London. Just so you know, we have big aspirations for our business, projects, clients and team members alike and this role plays an integral part of the day-to-day running of the company.

The weighting of the key elements of the role are as follows: personal assistant (50%), studio manager (30%), financial administrator (10%), and receptionist (10%).

Your role as Personal Assistant / Studio Manager will involve:

* Organising and booking travel arrangements (cabs, flights, accommodation etc.)

* Answering phone and transferring calls / passing messages as appropriate

* Responding to phone and email queries and forwarding to colleagues as required

* Manage the office diary (client meetings, team reviews and key team member calendars etc.)

* Organising events (client entertainment events and office events (such as Christmas Party, team birthday celebrations))

* Submitting and coordinating IT support calls / tickets on behalf of the wider team

* Managing and recording sick and absence & holiday

* Taking and typing up minutes in company or client meetings as required

* Working in Xero (accounting and bookkeeping software) to raise sales invoices, create quotes and conduct bank reconciliation

* Working in Receipt Bank (digital receipt system) to monitor, manage and record all company expenses

* Monitoring and ordering stationery, office and kitchen supplies

* Keeping a high level of tidiness, cleanliness and appearance around all areas of the office

* Regular update of our What’s New wall with interesting concepts opening around the globe

The office runs on Mac computers and software so obviously we expect the person joining our team to be fluent in using an Apple Mac computer. We also expect this person to be expert user in MS Office as well as experience Xero and Receipt Bank.

Applicants must have the following experience for this role:

* Exceptionally good organising skills and be willing and able to help organise others

* Expert knowledge of MS Office and calendar management

* Experience in customer service and office administration

* Good knowledge of online accounting / bookkeeping software (we use Xero)

* Good knowledge of expense management (we use Receipt Bank)

* Experience of finance, raising and chasing invoices

* Excellent English written skills (spelling and grammar)

* Apple Mac experience

The type of person that we are looking to fill this role is:

* Process driven and has good attention to detail

* Up-beat, can-do attitude

* Happy to turn their hand to pretty much anything

* Flexible and happy to help and support the wider team

* Ability to remain discreet and private

* Logical and grounded with good use of common sense

Qualifications required:

* Higher education qualification or Bachelor's Degree in the fields of Design, Economics or Business

* Design studio experience is preferential or indeed some experience or passion for the creative sector would be a bonus

We feel that this is a great position for someone who already has some experience in PA and / or studio management and the opportunity to work in an innovative, fun and creative environment

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