Office Manager & Personal Assistant

About Edrington

Edrington UK is the UK’s number one whisky supplier. As part of the global Edrington group it is responsible for the sales, marketing and distribution of global brands such as The Macallan, Highland Park and The Famous Grouse in the UK marketplace.

As a distribution partner of Beam Suntory, Edrington UK also represents many of its brands in the UK, including Courvoisier, Laphroaig, Maker’s Mark and The House of Suntory range of Japanese craft spirits.

With offices in Glasgow and London, Edrington UK’s customers range from major supermarkets and online retailers to the country’s very best bars, pubs and restaurants.

At Edrington UK, we pride ourselves in being a people-first organisation. We have been recognised as one of the UK’s Best WorkplaceTM, as well as an official Great Place to Work for Women and Great Place to Work for Wellbeing.

Remuneration and Package

Position Summary

This position plays a key role in the day-to-day operational management of the London office.

The scope of this role is varied with responsibility of office management of the London office, managing the many incoming visits to London, managing and supporting London office events, as well as being responsible for the administration and secretarial support for the London General Manager.

The role acts as the first point of contact for visitors as well as being the gateway between the London General Manager and the rest of the business, liaising with a diverse range of people both internally and externally. You will be responsible for creating a professional and first-class impression for visitors arriving into the office and creating a work environment and service that matches our premier drinks company aspirations.

This demanding role will allow someone to excel who is proactive, confident, resilient and can interact at all levels both within and out with the organisation and cope with the demands and priorities of both office management looking after the London General Manager.

Job Description

Office Management

• Act as first point of contact for visitors and guests, ensuring they are signed in and aware of security/ health and safety regulations and the host is aware of their arrival.
• Manage internal and external meeting room requests along with ordering any catering provisions that are required. Ensuring that catering is laid out on time for meetings and cleared away when finished.
• Event support for large office events, organising entry passes and supporting host to ensure event is appropriately managed, and is covered out of hours to ensure guests have all left and event space is cleared. Ad-hoc support for external events as required.
• Plan and co-ordinate VIP market visits, including creating itineraries and liaising with the wider London team to agree and book venues and locations for drinks and dinners.
• Manage all office maintenance and ensure office supplies are procured where required.
• Facilities management for the office including maintaining the fire register, liaising with the council to ensure our recycling sustainability agenda is met and liaising with the EUK Facilities Officer on other facilities related activity.
• Administration and Record keeping –administrative duties such as bottle and gift report, invoicing, stationery orders, catering requests, flower and taxi orders, visitors’ badges, catering, fruit and milk levels
• Build and develop positive relationships with both internal and external stakeholders to assist smooth and effective communication.

PA responsibilities

• Control and manage the electronic diary – maximising efficiency and time management, whilst minimising last minute changes. Constantly seek to articulate issues and opportunities to save time.
• Ensure advance awareness of critical times and dates which impact on director’s calendar and incorporate reporting deadlines into director’s diary,
• Co-ordinate all lines of communication into and out of the London General Manager’s office, demonstrating best practice and customer service. Evaluate and prioritise information received and notify director appropriately of important/urgent information and deal with lesser priorities by delegating these to appropriate member of staff.
• Monitor emails regularly (where appropriate) and where possible action or ensure urgent matters are dealt with or delegated as necessary.
• Manage meetings and support effective and efficient operation of the departmental leadership team.
• Create annual meeting and events calendar
• Manage the co-ordination and effective running of key meetings, including scheduling of dates and meeting rooms, agenda preparation, pre-read and post-read and actions.
• Co-ordinate department training requirements.
• Project manage and support delivery of leadership team initiatives and department events as required
• Take control of any travel arrangement for director, advance planning and ensuring cost effective solutions and travel policy is adhered to.
• Manage the director’s expenses ensuring claims are submitted through Concur in a timely manner
• Prudently manage overheads budget and monitor quarterly with director/finance to ensure budgets are on track

Skills and Experience

Employee value proposition

At Edrington UK, you will experience an incredible culture based on respect and giving more. We are exceptionally passionate about our brands and genuinely care about our people, continually investing in their development and wellbeing. Join Edrington UK and make a world of difference.

Closing Date

The closing date for this role is Wednesday 3rd of May 2023