Administrative support:
externals/visits listings
produce a daily shared document and/or email circulation of forthcoming studio visits. Information to be collated from reading diaries in the mornings. If necessary studio comms to be circulated to all in preparation to receive guests as appropriate
receiving guests
great customer service/advocating Squint Studios. Together with the studio manager, work to ensure guests arrivals are smooth and professionally managed. Managing their arrival, informing relevant colleagues. Making sure meeting rooms are free if not must have the ability to manage an overrunning meeting out
staff holidays
all staff time off to be regularly calendared and updated from
admin calendar
car parking card monitoring/instigating protocol
being point of contact to facilitate arrival and departure of guests using the company car park
business contact management
new business contacts tracking and filing
CRM Zoho system data input
ability to online research and extract business contact information for data inputting in CRM system. Training will be offered/given
call fielding
able to maintain a cool, negotiable and cooperative tone even in situation of urgency. Must be able to pick up key details for relaying missed call messages to staff
management of mail
internal/external post dissemination. Must be able to recognise when to forward as appropriate sharing circulars with relevant colleagues. Be responsible for updating/renewing company circulars/online subscriptions. Book and track all outgoing couriers to recipients updating internal ‘sent’ log spreadsheet
manage all office stationery supplies
keep up to date stock list of everything held on site, and order replacements where necessary
Scheduling:
appointment scheduling for CEO and internal stakeholders
arrange meetings with internal, external, local, international stakeholders. Must be able to think ahead and work within changing time zones
call scheduling for CEO and internal stakeholders
ability to organise local and international calls using systems available i.e. conference calling/Skype
assisting with the scheduling of board and supervisory board meetings
making sure they happen. Reminders sent in advance for submission of agenda items etc.
meeting room bookings
to book meeting rooms as requested. The ability to negotiate with existing bookings if priority needed is essential here
CEO event correspondence
send CEO RSVP’s solidify calendared appointments with event details
manage CEO travel arrangements
including sourcing and booking flights, trains and hotels
provide alternative travel quotes for all of the above to ensure cheapest rates/best itineraries are met. Prepare CEO’s travel pack, including all travel tickets, hotel and car hire vouchers, company overseas contacts list and travel insurance policy
book travel
book all taxis using approved suppliers, as requested by the studio manager or senior staff and maintain the spreadsheet for this
Finance:
expenses
monthly collation on receipts/filing of monthly expense sheets/diary tracking of activities to provide accounts with budget reasoning
general office orders
order all day-to-day office consumables/ad-hoc equipment/kitchen/cleaning stock as requested by the studio manager
order company merchandise
includes; branded stationery, business cards, flash drives, corporate gifts and maintain international gift protocol
How to apply
Send your application to applications@squintopera.com