Summary

The Department: Operations / International Leadership

The Role:

Office Management Associate

This is a full-time position at Gemini’s London office and will report into the Head of UK.

The UK team is in search of an Executive Assistant / Office Management Associate to help manage the office and provide executive support to our regional heads of office. The Office Services team at Gemini are ambassadors of our core values, dedicated to supporting the company through rapid growth and beyond. As an EA / Office Management Associate you will be responsible for making sure the day-to-day operations of Gemini's London office runs smoothly and in line with the company's culture. The ideal candidate has a desire to make an immediate impact and is excited to take on an extended multi-year role focused on creating and sustaining a supportive environment for our employees.

This role is required to be in person 4 days per week at our London office.

Responsibilities:

1. Manage calendars simultaneously for executives, including international engagements
2. Manage complex, changing, and frequent travel arrangements (multi-stage, multi-city, international airfare and accommodation)
3. Work closely and well with the broader staff to ensure all relevant calendars are considered and functioning cohesively
4. Process business related expenses and draft internal and external correspondences 
5. Act as a visible representative of the company by welcoming employees and visitors as well as determining their needs and directing them appropriately.
6. Monitor visitor and employee access and aids with check in.
7. Liaise with lobby security to resolve visitor and employee access issues. 
8. Assist with conference room scheduling and set up and clean up as needed. 
9. Maintain security by following procedures, issuing badges and coordinating employee access registration
10. Maintain a clean, welcoming reception area and conference rooms 
11. Address employees queries regarding office management (e.g. office supplies, food and beverage)
12. Liaise with building management vendors, including cleaning, catering and security services
13. Create and maintain a clean, organized, and enjoyable environment for all Gemini employees
14. Arrange necessary repairs to upkeep office conditions
15. Coordinate with various departments on office equipment needs
16. Address employee queries regarding office management issues or needs 
17. Maintain the kitchen area by placing orders for consumables as well as office supplies
18. Partner with the People Team to update and maintain office policies and procedures as necessary 
19. Adhere to office budget while ensuring accurate and timely expense reporting
20. Manage the external service relationships of Gemini's office
21. Assist in contract and price negotiations with office vendors and service providers
22. Liaise with facility management vendors (including cleaning, catering and security services)
23. Maximize the company’s assets to promote Gemini's company culture
24. Partner with the People Team to assist in the onboarding process for new employees
25. Provide general hospitality support to external visitors
26. Assist in planning and executing in-house or offsite activities (e.g., lunches, team outings, celebrations and conferences)

Minimum Qualifications:

1. 2 years of experience as an office manager or executive assistant to C-level executives
2. Proficiency in DocuSign, GCal, Slack, and Signal
3. Extensive experience with email management and strong familiarity with Excel/Sheets
4. Extensive experience with scheduling, planning and travel logistics, particularly with complex international travel
5. Excellent written and verbal communication skills; strong time management abilities
6. Strong administrative writing and reporting skills
7. Passion for creating a positive and welcoming work environment

Preferred Qualifications:

1. Ability to interact with staff at all levels and maintain a high level of professionalism, confidentiality, and humility
2. Strong orientation to finding solutions to complex situations
3. Proactivity and confidence to work closely with and adapt to the style of executives who travel frequently and lead a fast-paced day-to-day rhythm  
4. High degree of responsiveness, strong decision making ability, and excellent attention to detail
5. Ability and willingness to provide executive support beyond the scope of a typical work day. The ideal candidate will be able to maintain a strong, responsive flow of communication with executives in different time zones, etc.
6. Strong multitasking skills and experience successfully solving complex problems from end-to-end
7. Highly organized and detail-oriented
8. Comfort with light/moderate physical action related to organizing and reorganizing tasks  
9. Ability to prioritize and tackle tasks in an efficient and timely manner with keen attention to detail
10. Willingness to work independently as well as collaboratively
11. Experience in a high-growth startup with high-growth operations needs
12. Demonstrated ability to work cooperatively and collaboratively with management, internal teams and vendors
13. Reliable in-office presence
14. Must be able to be in the London office 4 full days per week with 1 remote day per week

Skills

• Communications Skills
• Negotiations Skills
• Operations
• Team Collaboration