Office Assistant - Press Office - London

Summary

Salary
£Competitive + benefits + bonus
Team
Communications
Location
London - United Kingdom

Description

We are looking for a bright, motivated and entrepreneurial person to join the team to ensure our office is as welcoming, informative and well managed as possible.  If you are well organised, people focused, and a natural story teller, this could be a role for you.  It will be fast paced and sometimes stretching, supporting our team while also providing impeccable front of house duties.


Accountabilities

What you'll be doing - 

Dyson demo and Press Office hosting

  • Front of House for the Dyson Press Office: Welcoming visitors, taking deliveries and generally ensuring visitors, media, Dyson people and exec team members who use the space get the best possible experience. 
  • Ensuring the smooth running of IT and technology for meetings (including Board and Exec team meetings), the cleanliness and tidiness of meeting facilities and communal spaces, and running/stocking the kitchen and office facilities.
  • Organising meetings at the Dyson Demo, ensuring they run professionally, that visitors are given a warm welcome and the appropriate hospitality.
  • Liaison with the Dyson Demo manager and Dyson Security team on the Dyson demo.
  • Liaison with the Dyson property/facilities team, to ensure that maintenance issues are handled promptly and that utilities and suppliers are managed appropriately on the ground.
  • Health & Safety: including fire safety and first aid in cooperation with the store staff (training offered).
  •  Press office car: including ensuring the appropriate servicing and maintenance as well as the relationship with the parking company. 
  •  Post and couriers.
Finance and budgets

  • SAP custodian for the Dyson communications team, including management of the PO Process.
  • Responsible for the setting up suppliers and prompt payment of all invoices.
  • Assisting with budget tracking for the entire Dyson communications budget and liaison with the accounts team.
  • Liaising with suppliers and ensuring the building is stocked with stationary and other sundries.
  • Management of licences and subscriptions e.g. NLA, CLA, newspapers

Travel and Logistics 

  • Supporting travel booking (domestic and international) for communications team and international visitors including contract management. 
  • Circulating the weekly whereabouts of the communications team and managing the car-pooling process. 
  • Media Day: calendar management for attendees and hosts, organising accommodation and transfers, ensuring all non-disclosure agreements are signed and distributed.

IT

  • Main contact with Group IT to ensure the functioning of the London network and phone system.
  • Procurement of IT equipment for new starters and visitors. 
  • Responsibility for IT management in the Dyson demo visitor spaces.
  •  Managing email distribution lists for the international communications teams.

General responsibilities

  • Develop, create and maintain Press Office procedural documentation.
  • Monitoring the Press Office inbox and responding to enquiries.
  •  Coordinating the ordering and distribution of press promotional materials to markets. 
  • Contributing to Daily Cuttings.
  • Collation of press coverage for reporting to Exec team members
  • Drafting and filing of non-disclosure agreements for media trips.
  • Compiling and maintaining coverage boards and books.
  • Diary Management of Global Communications calendars and Press Office meeting rooms.
  • Expense claim management for Communication lead team.
  • Occasional out of hours support as demand by the business.  

Skills

You’ll need to:

  • Understand Dyson: our technology, our products and what makes us tick. You’ll be an expert at demonstrating all that is different about Dyson. 
  • Show the utmost discretion and professionalism.
  • Manage projects and events, you’ll be fastidious in your organisation and have an eye for the detail. 
  • Be confident dealing with people, numbers, words and admin. 
  • Work up, down and across the Dyson world – in particular you will bring together the various teams that use the space.   
  • Be willing to tackle any challenge, perform the odd magic trick, but also make a few mistakes along the way.
About you:
  • You’ll have relevant experience of providing secretarial and administrative support to a team, whilst establishing effective office systems and procedures.
  • You’ll have good IT skills, strong organisational experience with an ability to prioritise workloads whilst coping with a high pace working environment.
  • You’ll be a natural storyteller who is, confident and relaxed dealing with anyone. 
  • Interested in news and current affairs – able to discuss the latest events with Dyson’s most senior leaders.
  • You’ll have an inquisitive and creative mind.
  • You’ll be hard working, unflappable and passionate.

Benefits

What we can offer you - 
  • 27 days annual leave plus eight statutory bank holidays 
  • Life assurance 
  • Yearly bonus and pay review
  • Pension scheme 
  • Dyson machine discount 

Posted: 01 July 2019