About usIndicia Worldwide is an insight and technology-led communications agency with global production expertise.Why we exist: we create new valueAt Indicia Worldwide, our philosophy is one of 'creating new value'. We create new value at every step of the journey that a brand takes to market, by driving an increase in marketing performance and reducing costs in marketing execution. For our clients and their customers, we are building mutually-beneficial partnerships. We see this proposition, built around the perfect balance of efficiency and effectiveness, as pioneering, entrepreneurial and, above all else, sustainable.Our substantial investment in our technology and data science capability provides our differentiation in the marketplace. Data insight and marketing technology give us the ability to measure our work, evidencing ROI as the most critical metric in today's environment. We see ROI where others don't. We are the only agency that combines creative, data and technology talent with production and procurement expertise to improve your marketing performance and efficiencies. We realise ROI for our clients by enabling them to deliver more engaging, cost-effective and sustainable customer experiences.As a business we draw on a rich heritage from the worlds of print, creative production, retail, data, digital, tech and creative, bringing these disciplines together to support global brands with their omnichannel marketing activation needs. We believe in what we do. We believe this proposition makes us unique. We have the capacity to redefine the way marketing is activated for our clients across the globe. Now, and well into the future.The output: Improved client performance by engaging consumers with brand ideas better, faster and more cost-effectively, across every step of the journey that a brand takes to market.Purpose of the roleYou will be part of the Exec Admin team which consists of the following:- The Exec Assistant, who aids the Global CEO, EMEA CEO, MD Agency and Global Chief Growth Officer. The EA is responsible for all Estate, travel management and admin support for EMEA, reporting to the Global CEO.- Bristol Office Manager/receptionist who looks after the Bristol office reporting to the EA.- London Office Manager/receptionist who looks after the London office reporting to the EA.You will work closely with the EA and the London and Bristol OM's in organising meetings and events and support each other as a team.As the Office Manager of our Madrid Office, you will be acting as the face of the business for both visitors and our internal teams. You will be in sole charge of the management of all aspects of the office and ensure that all visitors are welcomed to the office in a friendly and efficient manner. This role will require the incumbent to have strong communication and organisational skills as you will be responsible for coordinating office events and liaising with suppliers.Skills, knowledge, experience and exposure- Acting as host of the business, meeting and greeting all visitors, ensuring a 5-star experience.- Manage security access to the building for all staff and visitors.- Manage desk and meeting room booking facilities, coordinate team bookings and ensure capacity levels are not exceeded.- Careful management and maintenance of office meeting rooms.- Organise catering for client entertainment as required and assist in coordinating office events.- Identify the needs of the office: managing and placing of stationery and consumable orders.- Management of all office contracts, post, licenses and Health & Safety measures required.- Manage internal office communications regarding Madrid office-based events.- Give admin assistance as and when required.- Good organisational and coordination skills developed in a Reception based role.- Experience in managing an office from administration to general upkeep.- Excellent personal presentation with a focus on courteous and professional customer service.- Experience of using Microsoft Office and the ability to adapt to various internal systems and processes.- Comfortable to multi-task with a can-do, proactive attitude, especially when working independently.Mindset to navigate the roleHighly organised, ability to multi-task, attention to detail both in admin work and how the office looks, ability to manage and engage with suppliers.Temperament for the roleFlexibility, team player, can-do attitude, problem solver, welcoming to staff and visitors.Role Requirements- Full-time in the office Monday to Friday- Must be able to communicate in English and Spanish
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