Front of House Assistant - Communications Company based in Fulham

at  Black Sun Ltd

Overview of the role
We have an amazing opportunity for an ambitious Front of House Assistant to join our House team, based in Fulham Palace, West London. In this 100% office based role, you’ll be responsible for supporting the CEO’s personal assistant with critical house responsibilities as well as the talent (HR) team, across the full range of exciting talent activities.

Why this job?

• This is a great opportunity for a highly organised and meticulous individual to take ownership of processes and procedures, and make them their own, ensuring that we follow best practice and offer an excellent service to the business.
• It’s a varied role and an opportunity to join an established, ambitious and award-winning communications company based in glorious and historical Fulham Palace
• You will be a key and visible member of the Black Sun team, ensuring all employees and guests feel welcomed and supported
• It’s chance to make your mark supporting and enhancing the office environment and employee experience
• You will be implementing ad hoc social initiatives in the office in order to support the development of an inclusive, fun culture

Come join us!
Black Sun Global
Across the globe, there is a powerful movement demanding that businesses focus on purpose, sustainability, and wider value creation. It has never been more important for organisations to build and maintain trust with their key audiences. And that’s where Black Sun come in – we are a partner to some of the biggest brands and businesses worldwide – helping them to build enduring relationships with their stakeholders and spark positive change through better engagement and inspiring communications.
We define, articulate and shape the corporate story, bringing it to life across different channels and content formats. Our team is made up of over 150 talented specialists working across the UK, Europe, South Africa and Asia – analytical thinkers, forward-looking creatives, digital experts and inspiring change makers!
For more than twenty years, we have won many awards and recognition for our work – but great work doesn’t happen by magic. Join Black Sun and you will become part of a, diverse, and inclusive community – a team of passionate and skilful people who will expand your horizon, energise your talents and ignite that spark of magic within you.
Beyond what you would expect; a competitive salary, great benefits and hybrid working – we will support you in developing the skills and expertise to fast track your career. You will have the opportunity to make a difference every day, shaping the future of communications and creating positive change – and most importantly, to have fun along the way.
The Positive Change Group
Black Sun is the founding agency at the centre of The Positive Change Group. The Positive Change Group is a truly international stakeholder advisory and engagement collective of like-minded specialist agencies with a shared ambition to help bold and visionary businesses Spark Positive Change – to make a deeper impact on society, shape more ethical practices, build inclusive communities and deliver more sustainable performance.
The Group currently consists of four pre-eminent agencies: Black Sun Global, People-Made, Stratton Craig and GoCo. Each agency brings together deep expertise on different aspects of stakeholder advisory and engagement – including brand culture, strategic communications, reporting, ESG advisory, analytics and creative storytelling. Current clients within the Group include major international firms, such as AstraZeneca, Burberry, Diageo, Meta, Olam, Virgin Atlantic and Vodafone.
With headquarters in London, Singapore, and offices worldwide, the group is transforming the way companies engage with their customers, employees, investors, and communities worldwide. As business increasingly recognises that long-term success is dependent on the support and advocacy of their stakeholders – the Positive Change Group is helping their clients to inspire trust, build more positive relations and create sustainable value for the people that matter most to them.
Some of the key responsibilities in this great role include:

Office Management

• Maintaining a professional and welcoming office environment
• Effectively managing Reception ensuring that calls are answered promptly and in a professional manner, guests receive a warm and professional greeting
• Ensuring meeting rooms are set up and cleared promptly, all catering requirements and drinks are served at the appropriate time and in a timely manner, and our guests’ experience an exemplary service
• Managing and organising all in-house and client catering requirements

Supplier and supply management

• Managing and ordering flowers, stationery, and consumables, ensuring stock levels are maintained
• Have responsibility for ensuring that Purchase Orders are raised for all internal purchases and the correct approval processes are adhered to
• Supporting and enhancing the office environment and employee experience
• Becoming a key and visible member of the Black Sun team, ensuring all employees feel welcomed and supported
• Implementing ad hoc social initiatives in the office – e.g. themed breakfasts, in-office activities/competitions, etc. – in order to support the development of an inclusive, fun culture

Other administrative support

• Managing incoming and outgoing post and deliveries
• Organising taxis and couriers upon request
• Providing administrative support to the teams upon request – including printing and binding, proof-reading, event support, etc.
• Managing the Black Sun car park spaces for management and visitors
• Organising any business travel requirements for the employees and management

Talent (HR) Administration

• Supporting with the recruitment process helping to maintain job specifications, arrange interviews, advertise roles, and create CV packs for interviews
• Following our internal creating and approval process for talent Purchase Orders (costs relating to agency fees, job boards, legal PO’s and other general Talent PO’s)
• Assisting with the employee onboarding process by managing the induction onboarding schedules
• Supporting in the delivery of internal training including scheduling training, preparing the presentation materials and handouts, following up with post-training feedback surveys and keeping accurate records and providing reports and analytics. This role will also include purchasing external training for employees
• Independently managing or supporting the team on other ad hoc talent projects

The above list of job duties is not exclusive or exhaustive and the job holder will be required to undertake such tasks as may reasonably be expected within the scope of the role.
Reporting Relationships
Reporting to: Personal Assistant to CEO
Work closely with the broader Talent and House team, the Board of Directors and other teams

Qualifications, experience & skills:

• Work experience in an administrative/assistant role in a fast-paced and dynamic business (essential)
• Experience working with Microsoft Office suite (essential)
• Managing highly confidential information appropriately
• Managing many urgent and often conflicting priorities
• Strong interpersonal and communications skills necessary to build trust and respect both externally and internally
• High-quality service ethic and committed to customer service excellence
• Strong ‘can do’ attitude with an innate ability to take initiative and work by yourself as well as in a team
• Flexibility and team focused, non-hierarchical approach with a ‘roll up your sleeves’ attitude to getting the job done, with an understanding that there can be early starts/late finishes sometimes
• A great sense of humour and fun!

Interview process
Phone chat with talent acquisition manager
1st Interview with hiring manager
2nd interview with the head of HR , and CEO
Benefits
In addition to a competitive salary based on skills and experience, as an employee at Black Sun, you will have access to a range of great benefits and perks, including:
25 days holiday per year with ‘bonus’ days for long service
Bonus scheme
Personal development opportunities
Group life assurance
Group personal pension plan
Employee assistance programme
Here at Black Sun, we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We foster a business culture where ideas and decisions from all people help us grow, innovate, create the best work and be relevant in a rapidly changing world
View our Privacy Notice here : Privacy Notice - Black Sun Global (blacksun-global.com

Please refer the Job description for details