Team Assistant

The Team Assistant will play a key supporting role in our UK Office Management team, based in our London office. This person will report into our UK Office Manager and be present in the office Monday - Friday between 8:45am - 5:30pm.

RESPONSIBILITIES

Office support: Contribute to a high functioning and positive working office environment

- Reception duties: welcoming guests, receiving and handling incoming calls, managing post and other deliveries

- Office upkeep: ensure meeting rooms are client-ready at all times, liaise with vendors and address maintenance concerns, conduct regular office sweeps to maintain tidiness of team areas and replenish snacks and drinks

- Office supplies: maintain supplies including first aid materials, stationery, IT equipment, ensuring we are always well stocked

- Food and drink: manage the weekly food order; conducting stock takes and putting it away. Supporting any food and drink needs for both internal and external meetings and events including managing our weekly all-team lunch

- London office fire warden and first aider

- - London office IT and AV upkeep; understand our systems to support our team troubleshooting when issues arise and set up presentations

Ad hoc project support and administration across systems, such as G-Suite, HiBob, NetSuite

Europe team support: Ensure our team are supported to do their best work at all times

- Credit card reconciliation for European team: monthly card transactions and receipt matching, senior team expenses (shared with OM/ES team)

- Oversee team and client gifting: coordinating gifts for various occasions throughout the year, managing the annual holiday hampers for clients, and handling any additional ad hoc client gift requests

- Assist with internal events (eg. team socials) and external events (eg. marketing dinners or drinks)

Support the UK Office Manager on tools and media subscriptions: maintaining accurate records, handling team requests and renewals

- Project manage our weekly Lunch and Learn sessions in collaboration with a Director: planning out the schedule, liaising with speakers and setting up presentations

- Organise quarterly team headshots: maintaining records and filing, liaising with our vendor and managing internal communications around them

- Manage tracking and analysis of internal weekly time tracking questions to share with our finance and resourcing teams every Friday and Monday

- Conduct ad hoc research and administration projects where needed, including team diary management, travel booking, etc.

- Holiday cover for Office Management and Executive Support colleagues

Contribute to a collaborative and inclusive work environment

- Giving and receiving feedback to/from colleagues at all levels in the firm

- Actively seeking input or assistance from others and reflecting their contributions

- Demonstrating allyship to all colleagues

- Supporting the wellbeing of everyone on the team

Must-have skills and experience

• Minimum 2 years experience in a similar assistant role or equivalent (e.g. Team Assistant, Office Assistant, Personal Assistant, Administrator, Receptionist)
• A fluent command of verbal and written English
• An ability to express ideas fluently and persuasively in order to recommend the most effective approach
• Experience of project management, including planning and delivering priorities to meet agreed goals, deadline and budget
• Experience liaising and maintaining relationships with external suppliers, vendors and other third parties
• Successful applicants must have the right to work in the United Kingdom
• Desirable: Experience with Google Suite products (G-Docs, G-Sheets, G-Slides)

What we offer in return

• Starting salary is £25k - £27k
• Discretionary twice-yearly bonuses
• Apple iPhone and MacBook
• 26 days annual leave, plus English Bank Holidays
• 4% employer pension contribution
• Private healthcare insurance with Aviva for yourself and children
• Access to 24/7 mental health support and counselling through company insurance
• Annual eye test and annual flu jab
• ClassPass membership
• Income Protection insurance
• Death in Service insurance
• Variety of team events, such as charity socials, external speakers and firm celebrations
• Selection of breakfast foods and snacks, plus a team lunch every Thursday in the office

ABOUT US

Milltown Partners is a transatlantic advisory firm working with influential companies, organizations and individuals on their reputation-defining communications and policy challenges. We work with established and emerging technology companies, global investors, iconic brands, renowned sports franchises and influential individuals. We collaborate across locations and disciplines to combine our judgement, deep subject-matter expertise and innovative use of technology to deliver impact for our clients. We root our strategies in data insights and research on the audiences that matter, messages that work, and communications channels that deliver. We are an independent, employee-owned company, which means we have the freedom to invest in our people and our culture, and everyone shares in our success.

DIVERSITY, EQUITY AND INCLUSION AT MILLTOWN PARTNERS

We believe cultivating a diverse, equitable, and inclusive environment is core to our culture and success. As an employee-owned business we’ve taken steps to embed these principles across the way we work and how we show up for each other. Our view is that great work and ideas can come from anyone regardless of their background, age, gender, race, religion, ethnicity, sexual orientation, or disability.

We have ambitious DEI initiatives driven by a team of senior leaders across our organisation. We are focused on improving representation at every level, enhancing everyone's sense of belonging, and empowering our communities through pro bono work. We weave these ideals into how we approach the firm’s growth: attracting talent, expanding our networks, and ensuring impactful work for our clients. Our vision is to be amongst the world’s most inclusive places to work.