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Office and Administrative Manager
3 weeks ago
Who is T&P?
T&P is the world's only truly full-service independent agency network, combining the energy and agility of a partner-owned business with the scale and strength of our alliance with WPP.
We believe in The Power of &, bringing diverse talent together to transform the way great brands are built. Our teams blend creative, media, experience and technology specialists from across our marketing practices. The performance mindset of these teams optimises for business outcomes in every channel, fueled by the latest innovations in AI.
Ultimately, of course, we are our people. They're the most important part of our business, so we want to make a lasting impression on them in the same way they do on us, by striving to become the most important place in their careers.
That's why we do our best to build strong communities around them; provide the best possible opportunities for them to develop & grow; and empower them to make a difference to their clients and the world at large. Our strengths often lie in our differences, so we challenge and champion each other and our clients to be the very best we can be.
The Role: Office and Administrative Manager
We are seeking a highly organized, proactive, and culturally aligned Office and Administrative Manager to be the heart of our agency's operational success. This hybrid role is crucial for ensuring the smooth, efficient, and inspiring daily functioning of our office, providing comprehensive administrative support, and acting as a dedicated support to our Executive Team.
I. Office Management (Approx. 75-80%)
● General Office Management:
o Lead and oversee daily office operations, ensuring a welcoming, organized, and efficient environment for all staff and visitors. You will greet guests, schedule/coordinate internal and external meetings, manage deliveries, and order office supplies & equipment.
o Liaise with couriers and external vendors, and coordinate maintenance requests for the office.
o Maintain kitchen and common areas, ensuring supplies are stocked and appliances are managed. This also includes loading and unloading the dishwasher, putting away all supplies and restocking the fridge.
● Process & Information Management:
o Plan, organize, and streamline general office processes to ensure efficient and smooth daily operations across the agency.
o Facilitate seamless and sufficient information flow around the organization to aid other business functions.
o Develop, review, and continuously improve administrative systems, policies, and procedures to enhance productivity and consistency.
o Track office-related invoices and effectively coordinate/communicate payment processes with the finance department.
o Maintain up-to-date knowledge of all organizational and business changes to effectively support agency needs.
● Communications & Engagement:
o Provide support for internal communications initiatives, including assisting with recurring communications, town halls, people news updates, and website/social content.
o Coordinate new business support activities, such as readying meeting spaces and managing food/drink arrangements for pitches and presentations.
o Oversee employee recognition programs, coordinating flowers/gifts and managing their delivery to celebrate milestones and achievements.
● Events Management:
o Coordinate special events, ranging from regular team meetings and client gatherings to new business pitches and company-wide events/conferences.
II. Administrative Support (Approx. 15-20%)
● Provide administrative support to the Executive Team (CEO, CCO, CSO).
● Calendar Management: Proactively manage and maintain complex executive calendars, scheduling appointments, meetings, and travel, considering time zones, priorities, and potential conflicts.
● Travel Arrangements: Coordinate all aspects of executive travel, including flights, accommodations, ground transportation, visas, and detailed itineraries.
● Expense Management: Prepare and submit accurate and timely expense reports, ensuring compliance with company policies.
● Project Management: Assist with special projects, conducting research, gathering data, and tracking progress to ensure timely completion.
● Ad-hoc Support: Respond to diverse ad-hoc requests as needed to support executive initiatives and operational needs.
What We're Looking For / Ideal Candidate:
T&P is seeking an individual who is not just a skilled administrator, but a vibrant force within our agency.
● Proven Experience: 2-3 years of experience in an office management, administrative, and/or executive assistant role, ideally within an agency or fast-paced creative environment. You should be able to lead all responsibilities related to the office.
● Results-Oriented Approach: You take ownership of tasks and see them through to completion, ensuring efficiency and effectiveness in all areas of responsibility.
● Proactive & Resourceful: You have a keen ability to anticipate needs, identify potential issues, and find creative solutions, demonstrating strong problem-solving skills.
● Strong Communicator: Excellent written and verbal communication skills, with the ability to interact professionally and effectively with all levels of staff, clients, and vendors.
● Highly Organized: Exceptional organizational skills with meticulous attention to detail, capable of managing multiple priorities and deadlines in a dynamic environment.
● Confidentiality: Handle sensitive and confidential information with the utmost discretion and integrity.
● Coachability & Growth Mindset: Actively seeks and applies feedback to continuously improve skills and performance, demonstrating a commitment to personal and professional growth.
● Ambassador of Culture: As a highly visible representative, you will embody and promote T&P's core values in all interactions, contributing significantly to the overall perception and experience of our agency's culture.
