Office Assistant with Project Support - Hays Specialist Recruitment Limited : Job Details

Your new companyAn International Strategic Insight Agency that conducts market research to understand how and why people behave as they do in the work place.Your new roleThis role encompasses traditional office support and administration duties, as well as supporting executives to ensure their projects run smoothly, to free them up to focus on client management, analysis and innovation.

• Reception duties (answering the main door and phones, making guests feel welcome, providing tea/coffee)
• Keeping the office stocked in terms of food/beverage supplies
• Keeping an eye on levels of stationery supplies and replenishing when required
• Liaising with relevant people/companies to fix everyday issues in the office, such as printers, heating, plumbing, lifts etc.
• Ordering and sending birthday cards and vouchers for all employees
• Being responsible for office refuse and recycling
• Being a point of contact for all contractors and the facilities' management of the building
• Being the key point of contact for the office alarm system and responsible for issuing of keys and fobs
• Assist the Health &Safety (H&S) officer with general day to day H&S office and people requirements
• Attending various ad-hoc company meetings and taking minutes where required
• Scheduling fieldwork in exec diaries/calendar management, as well as booking travel and meeting rooms
• Zoom meeting link creation/Work pack collating.
• Respondent pre-task support including checking/monitoring progress, chasing for non-completes and monitoring the quality of input
• Creating fieldwork schedules/fieldwork monitoring/interview completion
• Liaison with suppliers over payment for incentives and accompanying paperwork, and research venues
• Logistics for face-to-face fieldwork
• Arranging the despatch of any parcels (booking couriers or going to the Post Office)
• Lead the project closure process, which would involve liaising with execs.

What you'll need to succeed

• Ability to learn quickly
• Strong communication skills - verbal and written
• Excellent attention to detail
• Excellent organisational skills - able to plan, manage expectations and prioritise tasks of varying importance and size. Adopt a flexible approach if priorities and deadlines change
• Ability to juggle multiple tasks every day
• Confidence and ability to work as part of a busy team
• Strong computer skills and ability to pick up and learn new packages as necessary (with training/coaching).
• Experience in Word, PowerPoint and Excel ideally

What you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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