Job: Office and Events Assistant Administration, London

Deadline: 6 May 2011
Open to: individuals with active interest in the event management field
Salary: £25,000 – £28,000 per annum, excellent benefits package

The Open Society Foundations work to build vibrant and tolerant democracies whose governments are accountable to their citizens. To achieve this mission, the Foundations seek to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. On a local level, the Open Society Foundations implement a range of initiatives to advance justice, education, public health, and independent media. At the same time, we build alliances across borders and continents on issues such as corruption and freedom of information. The Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

Job Position

Reporting to the administrative director, the office and events assistant will assist with the smooth day-to-day operation of the Open Society Foundation-London Office and provide administrative and customer services to programs on an ad-hoc basis.

Responsibilities

Reception and Facilities

• Answer both internal and switchboard calls in a timely and courteous manner.
• Screen external calls as appropriate, log information and relay messages when necessary.
• Ensure no confidential and/or sensitive information about the Organisation is relayed to external callers.
• Maintain and update continuously, by local knowledge and means, a log of availability of staff likely to receive inbound calls.
• Professional and courteous meeting and greeting of staff and external visitors.
• Record and handle all incoming and outgoing couriers and deliveries.
• Distribute incoming mail and packages to staff.
• Responsible for ensuring all outbound post is sent on time and organise overseas consignments via shipping agents.
• Franking of all outgoing mail and collecting payment for personal mail.
• Manage stock and ordering of kitchen supplies inclusive of tea and coffee.
• Collect and distribute milk and newspapers on a daily basis.
• Ensure the reception area is clean and tidy at all times and free of health and safety risks.
• Oversee the cleanliness of the kitchen area when needed.

Event Planning & Coordination

• Provide internal event management services to staff including booking of the facility, arrange the provision of catering and ensure the smooth delivery of the event on the day.
• Maintain a detailed work schedule for each event, produce a risk assessment and proactively liaise with the Office Coordinator to take measures against health and safety risks which might be identified.
• Be the point of contact for external visitors prior to their visit regarding travel, hotel arrangements and liaise with HR on expense reimbursement queries.
• Upon greeting visitors, ensure they are in receipt of visitors’ passes and provide briefing on fire evacuation procedures.
• Booking of taxis for meeting delegates and/or staff upon their request.
• Organise office social activity events –e.g Christmas and Summer functions- as instructed by the AD.
• Liaise with local hotels in order to seek and negotiate corporate rates.
• Maintain an accurate list of hotel providers upon consultation with the AD and periodically benchmark their services and rates.
• External visits to event and accommodation facilities as instructed by the AD for quality inspection.

Qualifications

• Relevant reception/ event management experience, preferably in a busy environment requiring extensive interaction with a diverse range of people.
• Preferably educated to Degree level.
• Active interest in the Event Management field and pursue of personal development of skills and knowledge necessary for the effective performance of the role.
• Confident and polite telephone manner.
• Ability to interpret and respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.
• Strong communication skills with an ability to relate to staff and customers at all levels.
• Strong commitment to delivering a high standard of internal and external customer service.
• Excellent organisation skills with an eye for detail.
• Numeracy and literacy competence.
• Experience of Microsoft Office software.
• Flexible and adaptable approach to work.
• Ability to prioritise, plan and organise work whilst in a busy office environment.
• Maintain professional attendance, punctuality, personal appearance and adherence to relevant health & safety procedures.

Compensation

£25,000 – £28,000 per annum. Excellent benefits package.

How to Apply

Please email resume and cover letter with salary requirements before Friday 6th May, 2011, to: recruitment-admin@osf-eu.org.  Include job code in subject line: OSF-Admin

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