Job Description

Job title: Front of house receptionist/events assistant

Hours: Core hours are 9 am to 5:30 pm, may require some additional hours, but time off in lieu will

be given.

Salary:£23k per annum

Starting benefits: EAP programme, 23 days plus bank holidays and the office closes over Christmas, which means an extra 3, or 4 days leave. Holiday also increases with service, Christmas and staff summer party paid for by the company, free D&AD membership, which comes with many benefits, access to evening events D&AD annual awards etc., The work environment is relaxed and the dress code is casual, Brand new state of the art offices, with great facilities and free breakfast. Every employee is issued with an apple mac for work use, state of the art equipment, Last Friday of the month is employee drinks and social evening all paid for by the company, Discounted gym membership

After 3 months

Access to D&AD training events, Pension 5% non-contributory, Option to join the private health scheme, Interest free season ticket loan, Cycle to work scheme, Childcare vouchers, Enhanced maternity/paternity leave with qualifying service, Discretionary company sick pay.

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Company background

A great opportunity has arisen to work at D&AD a creative business in Shoreditch, which is truly unique. At D&AD we exist to inform, develop and inspire those who work in and around the creative industries through our annual awards, our learning and development programmes and year round lectures and events.We promote, stimulate, enable and award creative excellence in business communication.As a not for profit, we provide material support for creative education and creative people around the world.

We have a purpose built office space and our vision for the space is that we will host many events, exhibitions, lectures, social gatherings, members evenings, board meetings, and enable it to be used for internal and external partners and we want someone to be the first point of contact with all our guests internal or external.

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Purpose of job:

To be an integral part of the office operations and events team manning the front of house aspects of reception, delivering an excellent customer experience to all D&AD guests and helping out in other departments as and when required.

Duties and Responsibilities of the role will include:

Reception duties

  • Meet, greet and welcome our guests and deal with any enquires and ensure the reception area is manned at all times.
  • Offer guests refreshments.
  • Deliver an excellent customer experience to every guest.
  • Ensure and maintain the standards required of a front of house reception to ensure it is well presented at all times and make suggestions for improvements.
  • Ensure the reception area and event space is kept clean and fresh at all times.

General administration

  • Respond to incoming emails
  • Oder stationary and make sure there is adequate stationary supplies and the stationary cupboard is stocked, organised, clean and tidy.
  • Liaise with finance to raise contracts and purchase orders and to ensure all charges are recharged to the appropriate client.
  • Administer the daily incoming and outgoing post.
  • Arrange travel and delivery requirements by booking cars/taxis and couriers.
  • Travel itineraries
  • Ensure all deliverer’s are dealt with quickly and efficiently.
  • Book meetings and refreshments and ensure any special requirements are met i.e. AV, food, beverage and room lay out
  • Carry out daily building walk round to ensure building is clean and tidy i.e. toilets, kitchen areas.
  • Make sure the recycling is carried out
  • Maintain kitchen supplies, refreshments and other general office supplies.
  • Office duties as and when requested

Venue/Events

  • Assist in the marketing and promotion of the events space as requested.
  • Assist in venue viewings and knowledge of venue. Including AV and venue capabilities.
  • Ensure the space is listed online for hire on the relevant sites and it is updated when necessary.
  • Book events and undertake scheduling of the events space
  • Gather event information for bookings: AV, catering, room layouts etc
  • Attending events, if requested.

This above list is not exhausted of the duties for this role merely illustrative and this role requires the individual to be flexible and have the ability to work as part of a team.

Skills & Experience:

  • Minimum of 1 years experience in reception
  • Customer service skills
  • Flexible approach to working hours
  • Previous experience of working in a supportive role within Event Management desirable
  • Highly organised
  • Excellent administrative skills
  • IT literate – apple mac, Excel, Word, gmail.

Personal Qualities:

  • Calm with attention to detail
  • Resourceful – ability to come up with creative solutions to any problem that might arise
  • Enthusiastic and energetic – ability to make guests, suppliers, clients and staff feel welcome.
  • Able to liaise confidently and professionally with people at all levels.
  • A team player with a hardworking attitude
  • A keen interest in Design & Advertising (ideal but not essential)