Hub Assistant

About Us:

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE: IPG). Mediabrands manages approximately $40 billion in marketing investment globally on behalf of its clients and provides strategic services and solutions across its award-winning, full-service agency networks UM, Initiative and Mediahub and through its innovative marketing specialist companies Kinesso, Magna, Orion, Rapport and Mediabrands Content Studio. Mediabrands clients include many of the world’s most recognisable and iconic brands from a broad portfolio of industry sectors. The company employs more than 13,000 marketing experts in more than 130 countries, representing the full diversity of humanity. For more information, please visit our website: www.ipgmediabrands.com.

About the Role:

 Alongside colleagues in the Events, Facilities and Catering Team - The Hub play a leading role in securing a seamless experience for our agency community, partners and clients at The Bailey. A team of administrative experts, our main function is to support the client-facing teams in helping to create the perfect meeting at The Bailey. This role requires a calm, confident individual with excellent relationship building skills and a strong eye for detail. You should be highly organised and efficient at managing multiple tasks within prescribed time limits.

This role would require office attendance 5 days a week, 8.30am - 5pm. 

Key Tasks and Responsibilities:  

Our focus is to ensure a seamless experience for all staff and visitors day-to-day. Broadly, this includes – but is not limited to – the following:

Service Desk for all admin enquiries from residents and partners. Connecting relevant parties with other support services for provision of catering, housekeeping, landlord issues, maintenance / service problems and facilities issues (inc. desk moves, home-working equipment, mobile phone provision).

Meeting Management; securing resources from other support services to meet demand from the agency community for all things related to hosting a meeting at The Bailey. This includes:  Managing all requests via our Room Booking Tool to agreed service level agreements. 

• Adding requirements to Asana – per prescribed protocol.
• Reviewing, editing and confirming all catering requirements.
• Reviewing, editing and confirming all facilities/equipment needs.
• Reviewing and securing appropriate access arrangements with our landlord reception team. 
• Liaising between service providers on bespoke requests and overseeing execution of these.
• Solving space conundrums with tenacity, to meet expectations of Bailey residents and our partners.

Hosting the weekly new starters tour; ensuring employees are fully versed in fire exit and safety strategy.

Locker allocation and management; log all requests for lockers across the working floors, run the waiting list and assign empty lockers to residents. Audit on a regular basis. Manage any requests for new pins etc.

Access card and Eptura (prev. Condeco) management; per the weekly starters and leavers list.

• Creating cards and accounts for new residents
• Disabling cards and accounts for exiting staff. 
• Liaising between HR, our agency and landlord teams to ensure security expectations are met for both residents and visitors.

Attendance / Eptura (prev. Condeco) recording and reporting; in response to requests from managers or HR on a regular and case by case basis. This includes managing access to the physical iPad for staff who have forgotten their cards.

Stationary provisions; Ensuring adequate stock in all meeting and printer rooms floor by floor - replenished daily.

Runners on ad hoc projects or events, per agreement with Hub Team Lead and in conjunction with other Support Service providers (such as Events, New Business, Comms and Marketing Teams).

Addison Lee car reservations for travellers who do not have dedicated admin support, in line with agreed financial protocol.

Any other tasks or requests; as directed by the Hub Team Lead.

About You:

Required 

• Proficient in Microsoft Office, with strong communication skills both in person and in writing.
• You have an eye for detail and work well on your own initiative.
• A team player, who enjoys a challenge.
• Solutions orientated, with natural problem-solving skills.
• Flexibility, as you will occasionally be required to come in early or stay late as required.

Desirable

• Experience of working in a customer-facing position.
• Experience of working in an office environment.
• A demonstrable interest in media, digital, technology.