Office Assistant

THE WILDE is a perfectly formed, international collection of private membership Clubs combining classical style, excellent food and charming service with cutting edge content, culture and ideas.
It is a private membership club built on foundations of discretion, revelry, culture, and inclusion.
**OFFICE ASSISTANT**:
Job purpose
The Office Assistant is responsible for creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. This role involves managing office resources, coordinating with internal and external stakeholders, and supporting the General Manager in achieving the club's objectives. The Office Assistant is an energetic professional who can handle a wide range of administrative duties and executive support-related tasks independently, demonstrating discretion and maintaining confidentiality at all times.
**Main Activities and Responsibilities**:
**Administrative Management**:

- Oversee daily office operations and administrative staff.
- Develop and update office procedures as required.
- Work with other departments to develop policies.

**Office Maintenance and Supplies**:

- Coordinate office facility and equipment maintenance.
- Liaise with facility management vendors, including cleaning, catering, and security services.
- Organize the office layout and order stationery and equipment.
- Maintain office supply inventory and approve supply requisition requests.

**Technology and Equipment**:

- Coordinate with IT department on all office equipment.
- Ensure data security and efficient operation of office technology.

**Communication and Coordination**:

- Organize and attend meetings, take minutes, and follow up on action items.
- Schedule appointments and manage calendars.

**Vendor and Service Provider Management**:

- Manage vendor relationships and negotiate with vendors and service providers as required.
- Receive and distribute mail and packages.
- Manage incoming service provider invoices and issue payments if required.

**Event and Activity Planning**:

- Support or plan company events and in-house or off-site activities like parties and celebrations.
- Prepare operational reports and deliver presentations as required.

**Human Resources**:

- Guide and discipline staff members and conduct performance reviews.
- Address employee queries and support the onboarding process.

**Records and Reporting**:

- Establish filing systems and record-keeping standards.
- Prepare basic reports and presentations.
- Organize travel arrangements and itineraries for staff as needed. Manage other activities relating to or resulting from what is indicated in the previous points.

**Key Competencies**:
**Required Education and Experience**:

- At least 3 years of experience in a similar role in the luxury market.
- Strong administrative skills.
- Excellent communication skills, both verbal and written.
- Proactive approach to anticipating guest needs.
- Ability to manage people, resources, and logistics effectively.
- Attention to detail and ability to pre-empt issues or challenges.
- Friendly demeanor and genuine pleasure in supporting colleagues.
- Willingness to work flexible hours, including weekends and events.
- High school degree; additional qualification as an Administrative Assistant or Secretary is a plus.

**General Knowledge and Technical Skills**:

- Office operations and administrative practices.
- Filing systems and data management.
- Scheduling.
- Business management, human resources, and accounting principles.
- Computers and office software packages.
- Inventory management and purchasing.
- Ability to multi-task and prioritize work.
- A creative mind with an ability to suggest improvements.