Executive Assistant and Office Manager

This is a Full Time Job

Executive Assistant to VP & General Manager UK & Ireland & Office Manager
• Provide full support to the VP & GM of UK & Ireland
• Complete online expense reports
• Diary management- arrange conference calls and meetings
• Answer phones/take messages
• Filing
• Prepare Powerpoint presentations and reports
• Organize travel arrangements and provide itineraries for all foreign travel for the UK GM, handle any changes in itineraries during these trips

Administrative support for UK office as required but including:
• Arrange special deliveries and couriers
• Monitor and order stationary supplies
• HR support: manage absences, holidays, sick leave and other related tasks as required.
• Manage, coordinate and distribute weekly calendar of staff travel and meeting schedules
• Monthly meetings/calls with HR Director, US HQ and facility management team.

General office management duties including:
• Liaise with UK Landlord office to facilitate maintenance for any changes to office structure and liaise with building team to arrange any improvements / emergency works etc
• Coordinate all facilities for day to day running of the office – IT, gas, electricity, air conditioning, AV, phone, TV, alarm, cleaners, and ongoing maintenance.
• Point of call, 24hrs a day for security companies for any serious emergencies e.g. flooding of office
• Fire Safety warden and contact person for fire alarm / emergencies
• Manage, update and implement Health & Safety policies. Manage annual Fire Risk and Health and Safety assessments. Ensure office is compliant in the Health & Safety at Work Act and Regulatory Reform (Fire Safety) Order by arranging any remedial work
• Maintain and supply office equipment as needed i.e. printers, copiers
• Identify and source new office equipment and upgrades when required
• Liaise with teams in the US HQ office – IT, Accounts Payable, Facilities and Travel Department
• Provide the UK office with IT support.
• Provide Accounts Payable administration support. Code all invoices using the UK Chart of Accounts. Prepare invoices for approval, request transfer of funds to bank accounts and arrange invoice payments. Monitor invoice payments, accruals and outstanding balances
• Assist accounts team in invoice settlements if needed
• Update PR & Marketing spend trackers with Marketing Directors guidance
• Book meetings/lunch venues for personnel
• Meet and greet visitors when they arrive, provide refreshments as required

Support with UK Tour activities:
• Log department ticket requests on internal system
• Source and recce hospitality venues with Marketing and Events manager when required
• Liaise and support PR agency and Marketing and Events manger in executing hospitality events
• Control guest list for hospitality events and act as point of contact at Live and corporate business events.

HR support:
• Point of contact for Bupa and pension provider ensuring good supplier account management.
• Monthly meetings/calls with HR Director, US HQ and facility management team.

International Communications:
• Liaise directly with journalists to develop personal travel itineraries for WWE Press Trips.
• Plan and book travel for journalists.
• Manage the visa process for journalists requiring WWE accreditation.
• Manage the travel and event budget for international press trips.
• Manage PR agency network invoicing and coding.
• Attend WWE PR and media events to liaise and escort talent during media interactions.

Key Requirements:
• 3 to 5 years Office Management experience
• Outstanding organization and communication skills
• Excellent attention to detail
• Multi-tasker, calm under pressure
• Excellent Microsoft office skills – Word, PowerPoint, Excel, Outlook
• Bachelor or equivalent degree and/or work experience

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