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Administrative Assistant

From: 14 Jun 2010
Location: Store Street, London
Company: Imagination
Package: Fixed term 5 month contract

Description:Launched in London in 1968, Imagination is a global, independent, integrated communications company. We produce unexpected ideas that spark conversations and add value to the bottom line. Our offer includes brand insight, advertising, digital, experiential, retail, sports and investor communications. We have 11 offices around the world and a full complement of specialists in house, from brand consultants to architects, advertising specialists to interior designers, retail specialists and event producers to direct marketers and digital experts.

Client Team

The Client Team works for a broad range of clients including BT, Canon Europe, Bodyshop and Sony. The role would be to work primarily with Client Teams 1 & 2. Within these teams our primary activities are delivery of live events and experiences; interior design; place making; and marketing communications.

The role:
The administrative assistant will assist in providing a high standard of support for a wide range of activities for a large team. This role requires a resourceful and flexible team worker, who is extremely well organised and has a willingness to assist others. They need to be able to deal sensitively and diplomatically with people at all levels, including clients.

Day to day activities include:
•    Basic office practices and procedures and general office administration
•    Generating correspondence – e.g. letters, faxes, etc
•    Dealing with calls and taking messages
•    Ensuring clear, consistent communications with team colleagues
•    Assisting with research and project work
•    Ensuring team timesheets are kept up to date
•    Processing expenses
•    Chasing team members for all necessary information (creative reviews, client plans, etc)
•    Collating and binding of documents, scanning of documents, etc
•    Ordering specialist stationary and maintaining stationary stock for the department
•    Answering phones and passing on messages correctly
•    Maintaining filing system
•    Holiday chart preparation and maintenance
•    Financial revenue chart preparation and maintenance
•    Liaising with Travel Dept on travel arrangements and producing itineraries
•    Setting up meetings, booking meeting rooms and refreshments for meetings

Experience coming to the role
•    Previous administrative experience
•    Ideally educated to degree level

Core skills
•    Good computer skills – e.g. Microsoft Word, Excel spreadsheets
•    Excellent numeracy skills
•    Ability to prioritise workload and meet deadlines when necessary
•    Thorough attention to detail
•    A proactive approach to all tasks
•    Able to work on own initiative, as well as being a good team player.
•    Flexible approach to work and ability to work with a wide range of personalities
•    Ability to prioritise and ‘juggle’ a large number of tasks at a given timeAmanda BarnettEmail: amanda.barnett@imagination.com