Front of House Assistant

The Blair Partnership is a literary and entertainment agency. We offer our clients a broad range of services, including rights management, client representation and franchise management. As part of those services, we help to manage several companies on behalf of our client J.K. Rowling. Those companies are Pottermore and Bronte. These businesses benefit from shared resources and expertise provided by The Blair Partnership, but they are run by their own leaders.

There are three core pillars to The Blair Partnership’s business activity:

Franchise Management – which encompasses brand & franchise vision and strategy, creative strategy & direction, product development, brand management, Marketing, PR and Communications for the Wizarding World franchise.

Client Management - we represent our clients’ literary and entertainment rights portfolios and pursue commercial opportunities for our clients through deal making in the UK, US and internationally, partner management and backlist rights management.

Governance & support - we provide governance and support to companies owned by J.K. Rowling. As part of that support, we cultivate close collaboration & strong, cohesive working practices between all the businesses.

Our vision remains to shape, nurture and grow the most imaginative and engaging brands for generations to come, working with our clients. Our mission is to shape and connect stories to their audiences.

The Blair Partnership is proud to be an equal opportunity workplace where all talent and potential are valued. We welcome people of different backgrounds, experiences, abilities and perspectives and recognise the value that this adds to our business.

Role Overview:

The role of Front of House Assistant is multifaceted. You will be the first smiling face people see when they walk into the office, whether they are internal or external. You'll be the person to make our colleagues and visitors feel at ease, that others can come to for help. You’ll ensure that our front desk operations run smoothly and efficiently. Your role is essential in creating a positive first impression and maintaining an organised and welcoming environment.

Key Responsibilities:

Front of House:

Warmly greet all visitors, clients, and staff, ensuring a professional, positive and friendly front of house area.

Offer and prepare refreshments for visitors.

Manage visitor sign-in processes and maintain security by following procedures.

Telephone Management:

Answer and direct phone calls promptly and professionally, taking messages as required.

Meeting room coordination and event planning:

Plan for the week for all events and expected guests.

Schedule and prepare meeting rooms, ensuring they are clean, organised and equipped with the necessary materials and order catering as required.

Support the Head of Facilities & Office Management (HoF) with event planning for the year ahead.

Heavily support with the planning of seasonal events, booking catering and setting up for Lunch & Learns, organise and oversee bi-weekly onsite subsidised massages and meditation sessions and provide ad hoc support requirements.

Act as a ‘support’ to The Charity & Social Committee, assisting with event planning and charity initiatives, delivering comms to the office and conducting weekly reviews of the charity inbox.

Facilities and Office Management:

Oversee the upkeep of office amenities including kitchen supplies, stationery orders, and communal areas. Ensure that all facilities are fully stocked and functioning properly. Place orders and liaise with suppliers to ensure timely delivery and cost effectiveness, including working to budgets. Maintaining ‘wellbeing’ supplies and refilling the relevant wellbeing baskets.

Sort and distribute incoming mail and manage outgoing correspondence. Arrange couriers and handle deliveries.

Maintain strong relations and communication with our external contractors, including lunchtime and evening cleaners and maintenance companies.

Operational Partnership & Project Support

Strategic Alignment: Supporting HoF when working on large projects, ensuring their time is protected while you manage the daily operational flow.

Project Coordination: Provide support to the HoF for all projects, ensuring you are organised, you maintain project trackers, coordinate vendor site visits and ensure all internal workstreams stay on schedule.

Proactive Problem Solving: Take initiative and be proactive, including leading the weekly 1:1 "Sync & Solve" meeting with the HoF; come prepared with solutions to operational bottlenecks and a 30-day "look-ahead" for upcoming deadlines.

Brand Stewardship: Ensure the physical office environment consistently reflects TBP’s brand values and management of all shared spaces.

Financial & Contract Management

Budget Ownership: Manage the day-to-day Front of House and office budget with a high degree of commercial awareness. Track all spending on cash cards, ensuring budgets are considered. 

The "Early Warning System": Maintain the central Contract & Compliance Calendar, proactively flagging contract renewals (especially those over £10k) and Health & Safety assessments to the HoF 3–6 months in advance.

Vendor Liaison: Serve as the first point of contact for external contractors (cleaners, maintenance, Fitzroy building management). Resolve 1st-level service issues independently and escalate only when financial or safety risks arise.

Financial Administration: Oversee the full "Procure-to-Pay" cycle, creating quarterly POs, updating the master invoice file, and ensuring all financial records are always audit-ready.

Staff Support: Health, Safety & Risk

Compliance Guardian: Ensure the office remains 100% compliant with Health & Safety protocols. Own the "New Starter" safety journey, from the initial office tour to booking ergonomic assessments.

Security Coordination: Ensure you understand the Fitzroy security systems, so that you can independently manage all visitor permits and access controls in strict alignment with TBP’s security policy, ensuring there are no gaps in office safety.

Staff Wellbeing and Office Logistics

Manage the booking process for staff massages and meditations.

Manage staff initiatives and provide general support as needed including assigning staff lockers and keeping records updated.

Keeping track of dietary requirements, allergens, and other Health & Safety needs.

Communication

Distribute internal announcements, memos, and updates.

Create and update relevant signage around the office.

Key Skills & Experience

Positive, proactive and self-motivated

Friendly, approachable, and helpful

Trustworthy, reliable and able to work with discretion and confidentiality

Flexible and able to work under pressure, shifting priorities when needed

Articulate with excellent written and verbal communication skills

Able to take direction well and collaborate effectively with colleagues

Highly organised with strong attention to detail

Logical thinker with strong problem-solving abilities and good time management

Excellent administrative and organisational skills with impeccable attention to detail

Proactive in spotting inefficiencies and suggesting improvements

Able to work with discretion and maintain confidentiality