London, UK

Office Manager & EA

The Opportunity

Featurespace have a great new opportunity to join our Business Support team as an Office Manager & EA supporting our London office, which is based by London Liverpool Street station. This role will be office based and there may be some occasional travel to the Cambridge office.

In your role as Office Manager and Executive Assistant you will help us achieve our goals and deliver success on behalf of our customers by ensuring that our London office is a brilliant environment for both the staff that work within it and for our customers to come and visit. You’ll help our CCO with scheduling, meeting support, and managing processes across his team when needed.

You’ll be pivotal to ensuring that our London office is a wonderful and well managed haven for our team and customers, as well as performing the executive assistance duties of our General Manager of London and Chief Commercial Officer and other ad hoc projects and processes as needed.

Day to Day

  • Perform the duties of the CCO’s executive assistant (and potentially other senior executives): diary management, travel arrangements, recording targets and birthdays of CCO’s team, expenses, and other related duties
  • Ensuring that our London office is an amazing and inviting environment, including but not limited to: providing high quality food for staff and clients alike, ensuring that the decor is maintained on brand and of a high standard, flower delivery, management of cleaning company and any other relevant London office providers e.g. water, upkeep of stationary and merch supplies, ensuring there is enough space for everyone, manage relationship with the serviced office provider
  • Management of the meeting room schedules, ensuring the meeting rooms are prepared for clients
  • Being the welcoming face of Featurespace in London; providing the highest levels of hospitality to both current and potential clients at all times
  • Keeping the fridges full: ordering of food and drink for both clients and the team including the weekly shop, seasonal treats, meeting catering and team lunch, etc.
  • New starter duties including: ensuring new starter packs are prepared and laid out for new starters/sent to their homes (including phones, business cards, a laptop and other equipment that is required), the upkeep of induction slides and new starter booklet, delivery of London induction, checking ID and setup of laptop and tech
  • Management of the London phone system including routing calls to relevant team members and filtering out calls intended for another office, rectifying technical errors, and check ins with phone company
  • Organising travel for members of the London office team
  • Health and safety representative: ensuring the London office is H&S compliant, completing risk and fire risk assessments, organising external companies to aid this, organising fire wardens and first aiders and the appropriate training, ensuring the electricals are PAT tested and information regarding the H&S of the London office is up-to-date
  • Event management: aiding the organisation of company socials with the rest of the business support team, the sales kick off with commercial team members, and customer parties with the marketing team
  • Strengthening the London team culture: organisation of birthday/team/leaving drinks or socials
  • In-house printing & binding and organising external services where needed
  • Managing merch: maintaining stock levels and sourcing new items for meetings, kick offs, events, new starters etc.
  • Office move duties, including: logistics/packing/quotes/fit out/project management/working with various agents
Apply now

Meet Lucy, Director of Analytics at Featurespace

Check out Lucy’s blog to see what life at Featurespace is really like!

Read Lucy's blog

About you

Must haves:

  • Very high levels of organisation, communication, and time management skills
  • Ability to work with complex travel itineraries
  • A welcoming, upbeat, and patient manner
  • Ability to work proactively and react quickly to situations
  • Excellent problem solver and high attention to detail
  • Effective working across multiple teams and solo
  • Proficient in Microsoft Office with excellent grammar, spelling, writing, and proof-reading ability
  • Ability to work across multiple time zones with colleagues around the world and build solid working relationships
  • Adept handling sensitive information and working with discretion

Good to haves:

  • A love of food and drink
  • Event management skills
  • Creative thinker to find new and better ways of doing things
  • Self-motivated able to work with minimal supervision
  • Basic design skills & ability to use InDesign and Photoshop

Personal Qualities

The work is often challenging and fast paced. We are looking for someone who has the following qualities:

  • Personable and friendly with a great sense of humour
  • Organised with an eye for detail
  • Calm under pressure and a problem solver
  • Enthusiastic and ready to get stuck in
  • A proactive approach and can-do attitude to work in a changing and flexible environment

 

And most importantly, a small-company attitude: willingness to adapt to a variable role and a great can-do attitude.

How to apply

If you think you’re a good fit for the role above, we would love to hear from you.

Fill out the short application form, upload your CV and one of the team will get back to you.

Please note: we are only able to accept applications from people who are already eligible to work in the UK.

If you have any questions or queries regarding this role, or life at Featurespace, please contact [email protected]

Featurespace Job Application Privacy Notice

Featurespace Ltd., is committed to comply with the General Data Protection Legislation and any implementing legislation (the “Data Protection Legislation”) and will process your Personal Data in accordance with the Data Protection Legislation and information security legislation. Any capitalised terms used in this Privacy Notice shall be given the same definition as in the Data Protection Legislation.

This Privacy Notice sets out the basis on which Featurespace Ltd will process Personal Data relating to job applicants.

The Data Controller is Featurespace Ltd., 140 Cambridge Science Park, Milton Road, Cambridge, CB4 0GF.

Data refers to both Personal Data and Special Categories of Data. Your job application and the Personal Data held within it will be processed to assess your viability for the stated role. We may also process any information that you provide about your health, for the sole purpose of assessing whether any adjustments may need to be made to the recruitment process to accommodate you . If your application is unsuccessful, Featurespace will retain your Data for 24 months after the end of the recruitment process. Your Personal Data is processed in accordance with our legitimate interests of making sound recruitment decisions. You are under no obligation to provide us with your Personal Data. However without this, we cannot assess your job application. We will only process information about your health for the purpose of making reasonable adjustments to the recruitment process (if applicable), in accordance with our legal obligations. You have the following rights in relation to the processing of your Data: The right to be informed about how your Data is processed. You have the right to object to the processing of your Data based on our legitimate interests as outlined above. The right of access, to your Data and supplementary information relating to our use of your Data. In certain circumstances, we reserve the right to charge you for exercising this right. The right to rectification, if your Data is inaccurate or incomplete. In certain circumstances, the right to erasure, request the deletion of, or removal of, your Data. In certain circumstances, the right to restrict processing, block any further processing of your Data. We shall respond to any request made by you without delay and in any case within a month of your request. The right to complain to the Information Commissioner’s Office if you believe that your data protection/privacy rights have been breached. Your application will be submitted and stored on an application database (Greenhouse). Access to your Data on Greenhouse is limited to the relevant persons for your application- our internal recruiters, the hiring manager and interviewer(s). Your CV may be printed and shown to consulted decision makers, any physical copies will be securely and confidentially destroyed after a decision has been made on your application. Your CV is transferred to a third country, outside of the EEA, when it is processed by Greenhouse. Greenhouse meet the technical and organisational data security measures outlined in the GDPR Article 32, and are SOC2 Type II certified. We do not envisage that any decision will be taken about your application using automated means.