Office & Operations Manager

BRAND: Publicis Pro
Job Function: Operations
Location: London, United Kingdom
Experience Level: Intermediate
Workplace Type: Hybrid

Company description

Publicis Pro is an integrated B2B marketing agency that exists to find the extraordinary in every business and tell the world about it. Our approach brings together strategy, creative, influence and commerce to move markets, create remarkable brands, shape decisions, and connect the sales journey.

Extraordinary work can only be done by extraordinary people - so we're committed to building an agency environment where remarkable talent can flourish and grow.

The results of our efforts? We've got multiple 'Best Place to Work' awards under our belt, plus one of the best benefits packages in the industry. Publicis Pro is a singular agency environment that combines deep care for our work with deep care for our people - and we're always on the lookout for extraordinary new talent.

Our Commitment
Diversity and inclusion is a core part of who we are at Publicis Pro. We're committed to building an inclusive culture that encourages, celebrates and supports our wonderfully diverse employee group - whatever their age, gender identity, race, sexual orientation, physical or mental ability or ethnicity. Diversity and inclusion doesn't just fuel our creativity and innovation, it brings us closer to our people and audiences. We will continue to strive to create a culture and environment where everyone feels empowered and more importantly comfortable enough to bring their full, authentic selves to work.

Overview

The Office Manager role is responsible for the smooth and efficient operation of our office and facilities, creating an exceptional working environment and visitor experience.

The successful candidate will be proactive, professional and approachable with a positive energy - an individual that can exercise discretion and should be comfortable interacting regularly with senior management. Having the ability to foresee issues before they are problems is key in this role. More detail is outlined below.

Responsibilities

Office Management:

• Ensure that our Chancery Lane office is always impeccably presented.
• Independently manage the daily operations of the office, pre-empting any problems that may arise and proactively addressing any that do, to ensure a seamless and efficient working environment.
• Greet guests and visitors when required and ensuring they are given a warm welcome and dealt with in a professional and timely manner.
• Responsible for managing post, on behalf of all staff, and dealing with couriers collecting or delivering parcels.
• Day to day coordination with Publicis operational departments such as AV, facilities maintenance, building managers and caterers.
• Oversee the effective operation of our internal comms channels and platforms - for example our employee engagement platform, Flip, and Microsoft Teams

• Coordinate catering services for meetings and events and raise purchase orders (POs) against relevant client job numbers.

Culture and events

• Liaise with the Talent team to ensure comprehensive onboarding, including coordinating company induction tours for new starters and retrieving of passes/laptops/phones and locker keys for leavers before they leave.
• Help drive our amazing culture with ideas on how to engage staff
• Oversee the organisation of company all-hands events such as our annual K.O. event, monthly all-hands meetings and QBRs, as well as culture-focused events such as our summer and Christmas parties
• Support our marketing team to organise marketing events such as prospecting dinners and partner events

Senior Management Team Support:

• Efficiently manage and coordinate the diaries of up to 3 Exec Management Team members. This includes scheduling meetings and appointments and ensuring all commitments are well-organised.

• Organising travel arrangements, including itineraries, flights, accommodation and transport when required
• Scheduling and coordinating meetings.
• Handling sensitive information with discretion, including managing confidential documents.

• Organise travel plans for the Exec Management Team, including booking flights, accommodation, and visas via the Amex portal, ensuring all arrangements comply with company travel policy.

Qualifications

• Experience working as an Office Manager, EA or a similar role.
• Excellent interpersonal skills with a high degree of discretion, integrity and professionalism, always ensuring confidentiality.
• Good communication skills (verbal and written).
• Excellent knowledge of general administration procedures.
• Efficient in resource planning, budget management and task assignment.
• Driven attitude, acting in the best interests of the organisation.
• Ability to work under pressure, cope with conflicting priorities and meet deadlines.
• High level of resourcefulness and independence, having the ability to always solve problems using own initiative.
• Excellent understanding of Microsoft Office software, specifically Word, Excel, PowerPoint and Outlook

Additional information

Publicis Pro offers a wide range of benefits to support our employees. Full details are shared when you join, but highlights include core benefits such as Pension, Life Assurance, and Private Medical cover, alongside enhanced policies like Reflection Days and Shared Parental Leave. You'll also have access to a range of additional initiatives, including:

Please check out the Publicis Career Page which showcases our Inclusive Benefits and our EAG's (Employee Action Groups).

Publicis Groupe works primarily from the office or our clients' office four days per week.

At Publicis Pro , we are proud to be an equal opportunities employer. We welcome and encourage applications from people of all backgrounds, and do not discriminate on the basis of race, ethnicity, nationality, religion or belief, disability, age, citizenship, relationship status, sexual orientation, gender identity, or any other protected characteristic.

We are committed to providing a fair, accessible, and inclusive recruitment process. If you have any access needs - for example, related to disability, neurodivergence, or a health condition - please let us know. We'll work with you to ensure the process works for you. Sharing this information will never impact your application.

Guided by our values, we listen with empathy, uplift each other, take responsibility, and embrace change - building a culture where everyone feels seen, respected, and genuinely included.

This role will require the candidate to be in the office 4 days per week (Mon-Fri) 9am-5:30pm, with Mondays and Thursdays being mandatory days for all staff to be in the office together.