Office Services Assistant

Admin, Support & Facilities London, England


Position at Mindshare


You will be working within the Operations Department, a collective of internal groups across the business that supports the everyday functioning of the business and office.


This is a newly created role, designed to support the business as we transition in to working in a new office environment located at Rose Court on Southwark Bridge, London.

In this role you will have the opportunity to adapt and move with business demands and reactive needs.

The overall responsibility is to provide pro-active, efficient and friendly support.

In this role you will work across Mindshare UK, Mindshare WW and Neo, supporting both staff and clients.

You will report directly to the Head of Operations.

This is a very ‘Client’ facing position and will require interaction with staff of all levels, including senior management/director level as well as VIP’s, Guests and clients.



To be successful in this role, you’ll be able to demonstrate confidence and personability. You will have a passion for delivering the best experience for staff and clients and have a positive, can do attitude.


General Office Support

  • Conduct office Health & Safety walk rounds reporting any issues to the on-site Facilities Team.
  • Order & set up mobile phones for staff
  • Sort & Deliver Mail
  • Order Stationery
  • Book Couriers
  • Carry out DSE assessments both virtually and on site.
  • Support Mindshare / Neo staff with logging building issues.
  • Meeting room set ups for Mindshare specific rooms.
  • First Aider – Check & Stock first aid kits
  • Fire Marshal
  • Ad hoc duties as directed

AV Responsibilities

  • Provide troubleshooting AV support for clients on site.
  • Provide AV call out support for Mindshare specific meeting spaces.
  • Provide training for Mindshare specific Loop equipment.
  • Provide AV support for virtual company meetings.
  • Implement maintenance contract & PPM schedule for Mindshare Specific AV equipment i.e. Loop.
  • Manage in house digital signage platform.

Pitch / Event Support

  • Support New Business with the set-up of pitch theatre.
  • Supervise external contractors i.e. vinyl installers making sure all relevant H&S documents are supplied and reviewed.
  • Support New Business / Marketing with company events i.e. Huddle / Balance.
  • Provide AV support for Virtual or on-site Pitches



Mindshare is a leading global marketing and media services network with billings in excess of £23billion worldwide. The network consists of 97 offices in 67 countries; each dedicated to forging competitive marketing advantage for businesses and their brands.



Technology is changing our lives in astonishing and unimaginable ways and, in media, we are lucky enough to be working at the very heart of this change. However, the way we think about media is vital to unlocking the greatest opportunities for our clients and producing our best work. We define media as the space where content, audiences, data and technology meet.

This media playground is an exciting, vibrant and fast evolving space - a space that’s buzzing with innovation and creativity. A space where new people behaviours, habits and routines are fast emerging.



We invest heavily in staff development- training is extensive from the most junior level with mock pitches, cross-media training, and learning modules. In January 2012 Huddle was launched- an innovative future planning discussion collaborating across our global network:



Our aim is for Mindshare UK to be the most inclusive place to work in the country! We have a wide range of Employee Resource Groups available for our people to join and be a part of including, Roots, PrideM, Women in Business, Enable, Declassify, Mental Health Allies and Back in the Game.  We work collaboratively to shape a coherent, progressive and deliverable programme that support our