Studio Assistant at Universal & Map
Job Description
Universal Design Studio and Map Project Office are award-winning design studios based in London and New York with a global client list. Founded by Edward Barber and Jay Osgerby, the studios were conceived in 2001 and 2012 respectively to facilitate a growing call for creative solutions that involved the intersection of industrial design and the digital world, and the creation of spaces that could shape and support the evolving way we live, work and play. Both studios are part of The New Standard, a creative collective formed with Made Thought that redefines the contemporary design agency, uniting specialists from across disciplines to deliver simple solutions for a complex world.
SUMMARY OF ROLE
A key member of our joint studios, working in partnership our Studio Manager to maintain an effective, safe and efficiently run studios. Alongside studio responsibilities to enable the teams to perform their duties, run a smooth and professional front of house.
Build positive working relationships with a wide range of people across all levels in the business, across functional areas (Design, Design Operations, Marketing/Comms, Finance, HR etc), a broad range of external contacts and our partner companies located in our building, AKQA and MadeThought.
We value quality, creativity, collaboration and innovation and the Studio Assistant keeps these values in mind when providing support to team members, clients and business partners alike.
The Fixed Term Contract will run until Dec 2023.
We encourage early applications as we may interview successful applicants before the vacancy close date.
Key Responsibilities
Reception
o Greet visitors - including clients, consultants, suppliers, and deliveries
o Answering phones: taking and relaying messages, screening & directing calls
o Keep reception tidy and presentable
o Courier booking
o Distribute courier deliveries and post
o Organise building passes for guests
Travel
o Book accommodation, flights and visas via external travel agency, within agreed budgets
o Log carbon offsetting
o Book couriers
o Monitor & communicate Covid19 restrictions to travellers
Meeting room management
o Maintain meeting room diaries
o Prepare & clear meeting rooms
o Carry out daily AV checks & cable stock check. Assisting colleagues when connection issues arise.
o Provide refreshments & catering
o Adhoc meeting arrangement
Socials & events
o Assist in organising CPDs, team lunches, staff leaving events
o Assist Studio Manager & events team organising Summer & Christmas parties
o Assist Marketing & Communications with studio events
o Assist organising Future Fridays - a monthly day of creativity and learning across both studios
General
o Purchasing assistance inc. setting up new vendors
o Supporting Studio Manager with MadeThought moving onto our floor
o Maintain and ensure shared studio areas are kept tidy/supplied.
o Support Studio Manager & People Manager onboarding new starters
o Support Studio Manager with adhoc IT support
o General administrative support and other adhoc duties that may arise
o The Company may amend your duties and, in addition to your normal duties, you may be required to undertake additional or other duties as necessary to meet the needs of the business.
Skills, behaviours and attributes
• Able to deal with people at all levels.
• Professional, approachable and friendly manner with good interpersonal skills
• Excellent telephone manner
• Ability to multi-task and prioritise.
• Remains calm and deliberate under conditions of pressure
• Establishes good relationships with all stakeholders
• Team player, with collaborative working style
• Well presented, smart appearance
• An interest in our industry sectors
Essential Experience
• Previous reception and administration role, preferably in the creative sector.
• Proficient in Microsoft Office and Outlook
Desirable Experience
• Working on Macs
• Qualified First Aider
• Health & safety knowledge
• Involvement in organising company events