Open position

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Office Assistant

About Hawthorn

Hawthorn Advisors is one of London’s fastest growing strategic communications consultancies and one of the most dynamic and rewarding places to work in the sector.  We are commencing our expansion overseas, with with an office open in New York and one planned in the Middle East. We focus on helping businesses, organisations and their leaders around the world navigate the complex and rapidly changing economic, political, and social landscapes in which they operate, whilst developing our people to help them achieve these objectives.

A career at Hawthorn presents opportunities to work across different specialisms and a range of sectors, and to broaden and deepen experience, working with some outstanding talent. The specific services we offer derive from our own expertise and include advising our clients in the following areas: Corporate reputation and leadership; Political advisory; Growth Companies and Capital Markets; Digital Strategy; Purpose and ESG; Employee Communication and Engagement, and International Business.

Hawthorn comprises an ambitious senior leadership team, all with acclaimed expertise from the highest levels of the corporate, political and media worlds. We combine their knowledge and experience with an exceptional team of strategic communications and digital specialists across our consultancy to deliver truly impactful and commercially successful projects for our international client base.

Renowned for honest and experienced counsel, Hawthorn uses in-depth intelligence, creativity, and its connectivity and knowledge to build communication programmes across all platforms that respond effectively to our clients’ needs.  

Overview

This is an exciting opportunity to take on a key role within the Operations Team in a growing business As Office Assistant, you will assist the Office Manager and perform general administrative tasks to ensure all aspects of the office run smoothly. As well as these tasks, there is an opportunity to work closely with the team of Analysts and Consultants on client business to provide administrative support including preparing briefings booking meeting rooms and restaurants, and helping with organising events.

You will manage the office front of house, answer phones and greet guests coming into the office. This will include looking after meeting room bookings, setting up and clearing meeting rooms, arranging couriers, sorting post, keeping the kitchen and reception area tidy and other tasks as requested.

You will be responsible for ordering kitchen supplies, catering and stationery, managing media subscriptions, liaising with suppliers where necessary, and assisting with events (staff socials including regular employee drinks, plus occasional client events).  You will also be responsible for keeping the office and kitchen areas clean and tidy and running errands. 

The Office Assistant will also oversee the day-to-day equipment needs for the team, including laptops, mobile phones and headsets and assist with on-boarding new joiners.

You will provide extra support to the COO as required.

As one of the Operations team, you will be required to assist with general business support as necessary, and to provide cover for the EAs and Office Manager when on leave.

Our People

At Hawthorn, we put the client and our people at the heart of everything we do. We give our colleagues the freedom and autonomy to do whatever they can to help our clients achieve great things. We work hard, love a challenge, have big ideas, and plenty of fun along the way. If you’re looking for a place that values curiosity, creativity, and ambition; want interesting, diverse, and challenging work; have a desire to learn, and if you’re seeking big thinkers who love to collaborate, then Hawthorn could be the place for you.

Building an inclusive culture is vital to our future. We are the sum of our parts and believe the best way to drive collaboration, unlock creativity, and enable innovation is through combining diverse perspectives, experiences, and ideas. We’re committed to building a diverse and equitable company where everyone feels they belong.

Attributes of a Hawthorn employee

  • A self-starter with a desire to make things happen – focused on delivering positive change, both internally and externally
  • A team player who is always on hand to support colleagues at all levels in the business
  • Energetic, hardworking and excited by the challenge of a fast-growing company
  • Passionate about helping colleagues to thrive and achieve their potential

Duties

  • Provide support to the Office Manager and the EA to the COO
  • Provide support to the wider Hawthorn team as required including booking restaurants and assisting with events and with compiling briefings/produfing presentations
  • Ordering stationery and kitchen supplies for the office
  • Issuing equipment to the team and keeping equipment log up-to-date
  • Answering phones, managing post, booking couriers
  • Provide professional and friendly greetings to guests and callers
  • Keeping the Reception area and the general office clean and tidy
  • Assisting with printing and binding presentations and other documents
  • Manage meeting room bookings and arrange meetings, setting up meeting rooms and clearing afterwards
  • Manage purchases for hospitality and entertainment
  • Update databases as necessary
  • Manage social calendar of events for staff

Competencies

  • Good organisational skills and high level of common sense
  • Polite and professional manner at all times, but especially client-facing
  • A ‘can do’ attitude and willingness to learn and develop
  • Exceptional written and verbal communications skills
  • Flexible attitude to adapt to requirements as they crop up and willingness to ‘muck in’
  • Good ability with Word, Excel and PowerPoint

Apply now

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