Role: Administration Associate
Location: Liverpool, head office
CLOSING DATE: 30th March 2018
About Avenue HQ:
Avenue HQ was founded in 2016 in Liverpool, UK. We pride ourselves on being a community driven business created for and facilitating a driven business community. Since conception we have made big strides and continue to place ourselves at the forefront of the new working movement. We are a company that is evolving every day in response to our members and their constantly changing needs. It is that community which is truly at the heart of everything we do - we believe in creating inspiring environments where individuals, businesses and cities can thrive. From the minute you attend one of our events, use a space for a meeting, become a member or even visit one of our hospitality venues you’re invited into the fold and become part of the progression. We strive to offer much more than just workspace; our organisation reaches far beyond any of our four walls and we aim to support and nurture businesses as they graduate through our plans and grow with us.
The Avenue Group is looking to hire a competent Administration Associate to fully support the Directors in the running of the organisation. You will be responsible for the administrative services of the company and will directly report to the Director, working closely with them within the Head Office team. You will ultimately have the responsibility of ensuring the smooth running of the Group’s administration through the continuous development and implementation of systems and processes.
Well organised - strong organisational skills are a must along with the ability to coordinate diaries and schedules to optimise meeting opportunities
Skilled communicator - with the ability to communicate effectively and to forge strong relationships with all levels of staff and stakeholders, both internal and external
Enthusiastic - with a positive, outgoing nature. Hardworking and keen to contribute to a productive team environment at a fast and demanding pace
Problem solver - innovating and always looking for ways to improve systems and processes
Reliable - with the ability to adapt to constantly developing circumstances. Able to prioritise effectively and fluidly
Trustworthy - able to treat sensitive information with confidentiality and discretion always
Hospitable - with a customer care focus, able to work collaboratively as required
Ensuring a secretarial service is provided to the Directors, including note and minute taking upon request.
Reorganising and streamlining administrative procedures to ensure smooth and efficient working practices.
Deal with all enquiries, both internal and external, in a professional and courteous manner.
Managing the diary of the CEO. Keeping it up to date, organising appointments and maintaining a Bring Forward system to ensure that the CEO has all relevant documentation for meetings.
Preparing presentation materials if required for internal and external meetings.
Carrying out progress chasing on correspondence and requests for follow-up from other colleagues as appropriate.
Managing all travel arrangements/bookings/accommodation for Directors.
Arrange and maintain an appropriate system for filing and record keeping for employment contracts.
Managing full recruitment cycle; drafting and arranging advertisements, scheduling interviews and completing appropriate paperwork upon appointment.
Prepare contracts of employment for all staff and ensure the necessary checks (including DBS and references) are carried out.
Maintaining and ordering supplies for office and filing as appropriate
Carry out any other reasonable duties as assigned by the CEO.