Office Manager

Griffith Foods is the caring, creative product development partner helping food companies meet the evolving needs of consumers while sustaining the planet. As a family business founded in 1919 and headquartered in Alsip, Illinois USA, Griffith Foods is known for true, collaborative innovation guided by their Purpose of "We Blend Care and Creativity to Nourish the World". The company's product capabilities range from seasonings and marinades to coating systems and sauces that are better for people and better for the planet. For more information, visit www.griffithfoods.com.

Key Roles & Responsibilities:

Executive Support:

• Manage agendas and complex scheduling for local ELT members and the Unit Leadership Team, ensuring efficient coordination of meetings, priorities, and time-sensitive activities.
• Coordinate end-to-end travel arrangements (itineraries, accommodation, transport, visas), including urgent changes when required.
• Oversee ELT expense management, including preparation, submission, and tracking of expense reports (e.g., via Rydoo), ensuring compliance and timely reimbursement.
• Provide high-quality administrative support such as preparing presentations, reports, filing, archiving, and record maintenance.
• Lead meeting and event coordination (Town Halls, ELT meetings, GTM meetings, offsites, team dinners, Christmas events, and employee gifting), taking ownership of logistics, agendas, materials, and communications.
• Organise and facilitate internal meetings, including room bookings, catering, equipment setup, and minute-taking when required.
• Act as a point of contact outside office hours when urgent issues arise (e.g., travel disruptions) and manage rebooking or contingency arrangements.
• Ensure a consistent, customer-centric approach in all interactions and build strong relationships with stakeholders across the business.

• Holds overall responsibility for the reception function, managing the Reception Team to ensure efficient front-of-house operations and providing hands-on cover during busy periods or for breaks, holidays, sickness, and other absences.
• Manage office supplies and inventory, ensuring availability within budget.
• Oversee service vendors (cleaning, security, gardening, laundry, etc.) to ensure service quality, cost efficiency, and contract compliance.
• Act as liaison between the business and the Finance team, ensuring timely payment of invoices and accurate management of the Business Unit's company credit card.
• Provide general support to visitors and employees, including stationery, catering, and equipment needs.
• Manage all incoming and outgoing correspondence, phone calls, and office inquiries to ensure smooth operations.

• Provide administrative and operational support to the HR function as required.
• Collaborate with the Unit HR Business Partner and the company car fleet manager to ensure fleet vehicles are properly supported, maintained, and compliant.
• Assist other departments with tasks appropriate to the role, demonstrating flexibility and teamwork.
• Comply with Health & Safety and Food Safety policies, ensuring visitors to the production plant are briefed and compliant.
• Maintain strict confidentiality and ensure adherence to data protection and GDPR requirements.
• Contribute to continuous improvement by identifying opportunities to enhance office processes and the employee experience.
• Support internal communications and employee engagement initiatives to promote a positive workplace culture.
• Ensure compliance with company policies and support audits or compliance checks when required.
• Provide basic support for office systems and equipment (e.g., access cards, printers, meeting room technology).