THE ROLE

We require an Executive Assistant/Office Manager with a passion for organising and maintaining continued high standards for Mosaic Smart Data. Based in our London office the role is split into six main responsibilities listed below. This is a great opportunity for someone with strong organisational and communication skills, an enthusiasm for building relationships and being a brand ambassador for Mosaic.

KEY RESPONSIBILITIES/SKILLS & EXPERIENCE

Exec Support

  • Exec support for Matt & senior leadership team - diarising meetings, preparing documentation, making reservations, booking travel etc
  • Ensuring client meetings & product demonstrations run smoothly - guests confirmed, technical set up organised in advance 
  • Team support for the office - organising lunch n learns, greeting guests, coordinating meetings (as necessary), assisting with documentation etc

Office Administration

  • Office essentials e.g. ordering stationery, IT equipment, dealing with suppliers & ensuring resources are available as necessary (cleaners, business cards etc) 
  • Google drive - keeping track of shared company information, ensuring documents are up to date and accessible for staff
  • Liaising with the buildings management team and / or landlord on day to day office issues e.g. repairs, air con, contract negotiations etc
  • Keeping the office tidy and presentable - ensuring workstations are safe, recycling, shredding, enforcing clear desk policy
  • Manage incoming / outgoing post, scanning, filing docs
  • Greet visitors & guests, provide refreshments
  • Create and track an office management budget
  • Ad hoc projects as required e.g. looking into new office space, reviewing & recommending new suppliers, reviewing contractual terms and researching market rates etc
  • Managing systems access e.g. Experian, Google Suite, MS Office

HR Administration

  • Maintaining employee files and folders, ensuring information is accurate and up to date
  • Dealing with benefits suppliers as necessary e.g. pension, health insurance provider etc, ensuring we have relevant policy info available for staff, assisting with benefits enrollment & queries
  • Starter / leaver management - overseeing technical / physical logistics e.g. security passes, keys to the office, codes, tech equipment, devices, hardware, software etc
  • Keeping a procurement register for all tech assets and company property issued to staff
  • Policy administration - ensuring policies reflect best practice and guide behaviours in the office, making suggestions as necessary
  • Dealing with front line employee questions e.g. training requests, special accommodations, pay or benefits queries, absence bookings etc
  • Employee letters & administration e.g. references, welcome letters, leaver letters etc

New Starters & OnBoarding

  • Preparing offer letter and contract
  • Managing the reference checking process with Experian
  • Checking in with new starters before they join to welcome them, get ahead of any issues or concerns, assist with the reference checking process and ensure both parties are prepared for their first day (equipment, physical / technical set up, any special requirements etc)
  • Organise all paperwork & administration e.g. contracts, proofs of ID, benefits enrolment etc
  • Conduct Right to Work Checks on Day 1 of employment
  • Oversee induction  training - liaising with appropriate teams / managers to organise training events etc

Health & Safety

  • Take on the role of Company Health & Safety Officer & First Aider - stay abreast of HSE legislation & maintain appropriate qualifications;
  • Ensure we comply with all aspects of health & safety best practice and legislation e.g. conducting risk assessments, following up on corrective actions, keeping the first aid box stocked etc
  • Carrying out DSE checks for all new staff and making any reasonable adjustments etc as necessary e.g. new equipment
  • Generally ensuring the office environment is a healthy and safe place to work for all staff

Office IT

  • Familiar with office technology - printers, MAC desk tops etc - able to carry out basic tech functions e.g. changing toner, checking cables etc
  • Comfortable getting under desks and helping instal new workstations
  • Able to set up new email accounts, access to systems etc

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