Office Manager/EA

The Role

This is a highly visible member of the team operating in a fast-paced environment responsible for ensuring that internally everything runs like clockwork. You will thrive in juggling multiple priorities and a diverse workload and at every turn look to improve our ways of working internally. Your role will specifically be responsible for making sure that Pip & Nut is a positive workplace environment and a great representation of our brand to our guests, as well as support on a variety of internal People/Culture related activities. You will act as an executive assistant to Pip, the Founder, and the wider Senior Leadership Team (SLT), and support the marketing team with customer services cover. This role reports directly into Pip but will interact and help every member of our team.

In a nutshell, you are responsible for:

• Nest (aka Office) Management – create a positive day to day work environment for the team, ensuring all guests are welcomed and that we comply with all regulatory H&S requirements as a business. 
• People/Culture support – working alongside Pip you’ll help in the delivery of the People plan & function 
• Internal Comms- you will be a key communication bridge between the SLT and the wider team and look for ways to continuously improve the flow information across the team
• Executive Assistant/SLT Support – assisting with diary management, schedules and meetings for Pip and the wider SLT to ensure optimal time management.
• Customer Services – ensuring impeccable standards are met when consumers interact with our brand via The Kernel by supporting the marketing team with cover for our customer services.

In more detail, this means:

Nest Management 

• Ensuring our office is a great place to work and represents the brand in the best possible way by keeping it tidy and organised.
• H&S Documentation - Responsible for keeping up to date risk assessments and fire assessments for the Nest
• H&S Training - Responsible for coordinating H&S training for our team and keeping an update to date log of who does what eg. Fire warden, manager mental health training, MHFA and first aid training
• Facilities management - managing external relationships with our landlords (Mother), Derwent/Tea Building, outsourced IT support & assisting with building works and coordinating maintenance with our external contractors 
• Eco-Nest Champion –continuously improving our green Nest credentials from embedding recycling schemes to working with local suppliers
• General Office administration – coordinating the day to day management of the Nest for ordering office materials to our daily Nest breakfast.
• Overall management of the office budget

People, Culture & Internal Comms

• Onboarding – Working with Managers and People team to coordinate onboarding for new starters and evolving our processes to ensure new starters get off to a brilliant start.
• Training - Streamlining our L&D training for new starters as well as helping coordinate adhoc team wide training sessions.
• Internal Comms -Supporting Pip in maintaining an up-to-date employee handbook and other internal documents that help our team better understand our ways of working at Pip & Nut.
• Ensure key all hands (paws) meetings are run effectively and support Pip, managers and Culture Club in celebrating internal team launches and quarterlies.
• Volunteering - Championing volunteering days across the business and providing support where necessary.
• Ad Hoc administration and project support – key project support for activities related to the People function and annual People plan.

Executive Assistant to Pip & wider SLT support

• Travel Coordination - Coordinating UK and international travel and accommodation for the Senior Leadership team  
• Meeting Coordination - Coordinating SLT diaries and prepare pre-read materials / presentations for key meetings e.g. team offsite days, Board meeting or multi-stakeholder meetings
• Efficiently organise and manage Pip’s schedule, prioritising and adjusting commitments as necessary to ensure optimal time management
• Ad Hoc administrative support for Pip e.g. meeting minute taking, submitting credit card receipts and audit trails. 
• On an ongoing basis you will continuously look at how to anticipate the needs of Pip and the SLT in order to free up their time and help things run more smoothly.
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Customer Service (0.5 days per week)

• Customer Services - Supporting the marketing team by managing our customer services platform, Georgias, one day per week and providing cover for team members when on holiday/off sick.

Specific knowledge, qualifications, skills & experience required:

• Impeccable Organisation Skills – you will adapt at juggling a variety of different tasks and prioritising them to ensure they are completed in a timely manner.
• Attention to detail – you will have an eye for detail in everything you do and complete tasks to the highest standards.
• Team Player – you will be a highly personable and look to improve things for the collective benefit of the team.
• Excellent Communication Skills – you will be a confident and capable verbal and written communicator.
• Ideally at least 3+ years in an internal comms/culture, operations or office manager role
• Ideally PA or Executive Assistantexperience – prior experience managing / coordinating executive diaries and needs. 
• But most importantly you will demonstrate how you can see an opportunity to develop your career with us at Pip & Nut and contribute to the success of our company as we grow, showing passion for your role.

Purpose:

Help people love food, that loves them & the planet

Pip & Nut Company Values:

• Bring the fun – We bring fun, laughter and positive energy to everything we do
• Be Open – We believe in realness, from our people and ingredients, to the way we run our business
• Keep it real – We take care to listen and find ways to be accessible to everyone
• Never Settle – We’re ambitious, a little bit obsessed and will never compromise on quality

How to Apply:

Please send your CV and short Cover Letter by clicking Apply with Office Managerin the subject title no later than 5pm on the 29th July.

We will then be in touch to let you know if you are to be invited for an interview.

Your cover letter should include why you are excited to work for the business and what skills and experience you’ll bring to the role.

Only complete applications will be considered for this role. A completed application must have both a CV and your Cover Letter attached. LinkedIn quick apply will therefore not be considered.

Recruitment Timeline

CV Submission Closing: 5pm, 29th July

1st Round Interviews Date: 6/7th August

We are happy to reimburse travel expenses to and from the interviews where necessary.  

Remuneration

DOE 

10% Base Bonus + 5% Stretch [Max 15%]

Company Wide EMI Option Scheme

+ Perks

What’s in it for you?

1. Competitive remuneration package including bonus structure and EMI options.
2. Generous Pension Contribution, and the ability to invest in a sustainable fund if you so wish.
3. Individual L&D budget to support individual personal development plan.
4. Extensive physical and mental health cover through private health care (Vitality), dental insurance, critical illness and life insurance.
5. 29 days holiday, which includes 4 Squirrel Holidays e.g a day off on your birthday, ½ days on Friday in August, ½ on Christmas Eve, and ½ day on New Year’s Eve (25 days base holiday + 4 Squirrel Holidays)
6. 3 volunteering days a year, which can be spent with a charity of your choice.
7. Flexi-working and working from home allowing you the flexibility to fit in personal commitments around your work. We also have a 4 week ‘work from anywhere in the world’ policy.
8. Working Hours are 9am – 5.30pm (Mon-Thu) and an early finish on Fridays at 4pm.
9. Free breakfast, a no desk lunch policy and of course unlimited nut butter.
10. Finally, our office (aka The Nest) is based in the iconic Tea Building in Shoreditch, London, a great location for food at lunch and a drink or two after work.